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Work Background
Duke, Dept of Slavic & Eurasian Studies; Linguistics ProgramBusiness Manager
Apr. 2023Duke, North Carolina, United States• Prepare and maintain departmental/program budgets, account adjustments as necessary to avoid overdrafts and unexpected variances
• Review and reconcile monthly financial statements
• Manage faculty research funds in accordance with University policy
• Ensure adherence to deadlines and compliance to University and external sponsor polices and GAPs. Prepare, review, and approve expense reports
• Maintain records on faculty appointments, including regular and secondary appointments, adjuncts, and visiting positions and advise chair on appointments, terms, and reappointments. Supervise and participate in the preparation of payroll for all faculty, staff, graduate and undergraduate students. Assist new faculty hires in the Onboarding process. Oversee administrative aspects of faculty recruitment, appointment and promotion processes
• Supervise and participate in the visa process for foreign national faculty, including preparation and processing of visa documents
• Supervise departmental staff. Recommend various personnel actions including, but not limited to, hiring, performance evaluations, and schedules
• Work with Duke Real Estate office to maintain lease for apartment provided to Visiting Russian Professors from St. Petersburg State University. Work with leasing/apartment office and other vendors, such as cable/internet provider, related to maintenance and other needs associated with the apartment
• Organize Commencement events and activities: send invitations, reserve rooms, order catering, purchase supplies, order floral arrangements, arrange for delivery of tables and linens, attend reception, assist with set up, break down and clean up
• Maintain the SES and LING websites with new materials, ensuring information is accurate and concise. Update resources and professional development information on a regular basis. • Create posts for the SES social media Page on Instagram
Duke University Pratt School of EngineeringExecutive Assistant To The Dean
Jun. 2021 - May. 2023• Maintained complex calendar required for the Dean; manage appointments using independent judgement, often with senior ranking officials within and outside the University.
• Oversaw incoming correspondence and requests for the Deans attention; routed problems and correspondence to other staff members as appropriate; prioritize items that need immediate attention; answered the Dean’s email and urgent phone calls or mail as needed.
• Planned, arranged, and executed major school events, including Commencement and Graduation for Graduate, Undergraduate, and Master’s Program students. This includes a total of 5 different ceremonies.
• Composed letters and statements independently, requiring interpretation and application of University policies, rules and regulations and monitor follow up on all correspondence that requires answers, responses and written replies.
• Responsible for the Dean’s office budget, including budget development, reconciling monthly financial statements, allocating funds, and making semi-annual projections
• Planned, researched and coordinated special projects.
• Created and maintained systems for communicating information on behalf of the Dean.
• Assisted in the development of policies and procedures as appropriate.
• Supervised and delegated work to other support staff within the Dean's office.
• Liaised with all levels of administration and faculty to coordinate and resolve problems and issues relative to academic and administrative matters of an internal and external nature
• Served on Dean's administrative management team; kept abreast of status of activities relating to programs, initiatives, and faculty; coordinated meetings, agendas, and communications for management team activities.
• Used discretion in handling personnel issues; apprising the Dean of such issues as necessary and making recommendations for the resolution of personnel and/or administrative conflicts; maintain a high standard of confidentiality and discretion.
Duke University Health SystemVolunteer Assistant
Apr. 2020 - May. 2020During the COVID-19 Outbreak I volunteered for Redeployment and was assigned to assist the DUHS Staffing HUB with managing Email requests from home for Staffing redeployments.
Duke, Department of NeurosurgeryStaff Assistant
May. 2018 - Jun. 2021Durham, NCAssistant to Drs. Gerald Archer, Luis Sanchez-Perez, Kendra Congdon, Kyle Walsh, and Gregory Cogan. • Manage multiple calendars; schedule meetings, luncheons, and thesis defenses; reserve conference rooms, order food, and meet caterers to set up; schedule webinars using multiple platforms. Send out weekly reminders, invitations, and agendas for scheduled meetings.
• Coordinate and manage all aspects of conference travel and financial transactions. Including processing reimbursements and corporate card transactions.
• Responsible for managing all procurement for the Duke Brain Tumor Immunotherapy Program including reviewing, submitting, tracking, and confirming lab orders. Work with companies to create maintenance contracts. Track spending on multiple grants.
• Enter Maintenance, Service, IT, and Surplus tickets.
• Responsible for weekly and monthly financial reports through SAP and Buy@Duke, clearing blocked invoices from WorkFlow.
• Train students and staff to use Buy@Duke, Quartzy, and other Duke Systems.
• Update and maintain scholars@duke and CoreResearch for multiple PIs. • Assist with collecting and formatting documents for Grants applications including Biosketches, CVs, and Other Support Documents. Enter documents into the SPS system and assist with the submission of Grants in both SPS and ERACommons.
• Track and submit Manuscripts and Manuscript reviews for Dr. John Sampson.
• Create and troubleshoot lab processes and procedures.
• On-Board new members of the lab by arranging meetings with appropriate staff and faculty, printing welcome documents, collecting signed forms, and help arrange training and appointments with Employee/Student Health.
• Responsible for sending monthly Line Item Reports to Project Leaders for review. Meet with Project Leaders to troubleshoot incorrect charges and work with GCA to perform JVs as needed.
• Send weekly Funding Opportunity Announcements to team.
• CCF Invoice review and disbursement.
Duke, Department of NeurobiologyStaff and Fiscal Assistant
Jul. 2017 - May. 2018• Assisted with planning, coordinating, and logistics of seminar events, including Weekly Student Seminar and Broad Foundation Seminar. Arranged and confirmed catering, managed room reservations, and completed financial processing of receipts.
• Responsible for monthly and weekly Financial Reports (WorkFlow Status Report, Items Not Yet Received, Line Item Reports, etc) in Buy@Duke and SAP.
• Processed all reimbursements and corporate card transactions for the department (150-200 people). Managed conference travel arrangements and financial transactions.
• Managed Room Reservations for conference rooms and the Department Chair.
• Completed Journal Entries (JVs) in SAP including monthly JVs for DLAR and Shipping expenses.
• Deposited checks for the Department through the Bursar’s office. • Ordered supplies for three different labs and for the Administrative office through Buy@Duke.
• Prepared, formatted, and distributed monthly line item reports to PI’s.
Duke University Health SystemPatient Service Associate
Apr. 2016 - Jul. 2017Durham, NC• Checked Patients in and out for appointments. Verified patient demographic data and edited Maestro Care as needed.
• Explained billing, credit, and collection policies to patients.
• Scheduled return, new, and specialist appointments.
• Coordinated all labs, orders, and/or procedures as requested.
• Collected and posted co-payments and balances on accounts due.
• Answered the telephone and delivered messages to physicians, nurses, and others.
Duke, Division of PulmonaryData Entry Clerk
Apr. 2015 - Dec. 2016Durham, NC• Retrieved information from patient records and entered it into the REDcap datatbase.
• Verified accuracy, validity, and completion of data, locating missing information to make corrections as necessary.
• Compiled reports from existing records.
• Maintained associated logs and records in accordance with established priorities and procedures.
Self Published AuthorAuthor
Feb. 2013• Write, edit, publish, and market young adult novels through the CreateSpace and KDP platforms on Amazon.
• Create cover artwork for novels.
• Manage website alyssarae.com and promote on multiple social media platforms including Facebook and Twitter.
• Books Published: A Lion’s Pride, Feb 2013; A Rebel Star, November 2015; A Rising Star, July 2017.
Duke University Health SystemMedical Records Clerk
Jan. 2011 - Apr. 2016Durham, NC• Performed clerical duties in maintaining patient medical records including: compiling, sorting, filing, copying, locating, verifying, completing, scanning, and faxing confidential information.
• Contacted and Managed lists of patients enrolled in the Diabetic Education, Hypertension Awareness and PAIN Management groups weekly. Organized the Tuesday and Thursday weekly meetings and arranged refreshments.
• Cross trained to assist the front desk with patient check in/check out and scheduling.
• Printed and mailed daily reminder letter notifications to all scheduled patients from the MaestroCare system.
Alyssa's Piano StudioPiano Teacher
Aug. 2010 - Mar. 2020Durham, North Carolina, United States• Taught beginner’s piano lessons to a wide range of students of various ages.
• Managed schedules and calendars of up to 35 students per week.
• Advertised and Promoted the studio through various platforms to attract new students.
• Managed all finances for the business.
Barnes & Noble, Inc.Barista
Apr. 2010 - Mar. 2012Durham, NC• Cross trained to support Customer Service, Book Store Register, and Music Dept. Register.
• Opened and closed café following established policies and procedures.
• Prepared food and drinks for customers upon request.
• Maintained the cleanliness of both the kitchen and dining areas.
• Accounted for, documented, and disposed of all foods with expiration dates.
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