Jestine Hughes
Elizabeth City,NC
Summary
Highly skilled Administrative professional seeking to utilize my office and interpersonal communication skills for the betterment of a company. Adapt in managing and maintaining an organized documentation system, working one-on-one with colleagues , and providing optimal front-end and back end support. Knowledgeable Program Assistant successful at working in both team-based and self-directed capacities. Driven to maintain smooth operations through knowledgeable and skilled support.
Overview
8
8
years of professional experience
Work History
University Program Associate
Elizabeth City State University
02.2024 - Current
- Managed records for all programs and kept meticulous notes in system regarding changes and plan alterations.
- Reviewed all departmental materials, correcting errors, and making sure documents were ready for publication.
- Assisted director with entire grant portfolio process from brainstorming to submission.
- Organized events for Commencement Programs, Faculty and Staff Institute, Deans and Chairs Retreat and invited appropriate guests and speakers.
- Delivered top-notch administrative support to office staff, promoting excellence in office operations.
- Managed both digital and physical filing systems and retrieved documents as required.
- Assisted with planning and coordinating day-to-day and special program activities.
- Authored business documents to organize and emphasize information quickly and effectively.
- Prepared clearly written and formatted documents and reports.
- Offered technical support and troubleshot issues to enhance office productivity.
- Drafted agendas, recorded minutes, and generated documents to facilitate meetings.
- Identified communication channels to set roadmap to distribute information to supporting staff.
- Assisted staff with preparing new academic spacing
- Calender management : Scheduling meetings and tasks
- Travel Planning: Making arrangements for travel and accommodations and ensuring documents are in order
- Office Management: Keeping track of office supply inventory.
- Reporting: Tracking daily expenses and preparing reports.
- Meeting Planning: Preparing agendas,documents and presentations, and taking minutes.
- Reviewing of Dynamic Forms
Administrative Assistant
Elizabeth city State University
01.2019 - 01.2024
- Assist with clerical responsibilities
- Maintain strong communication and interaction with all levels of personnel including the faculty and staff and students within the Division of Academic Affairs, the Chancellor’s Office, other Divisions on campus and with students
- Receive all incoming correspondence, open, read, correspondence and evaluate and determined actions to be taken with the correspondence, then route it to the appropriate personnel accordingly; Maintain files with confidentially, operate and maintain office machinery, including copier, fax machines and printers
- Maintain inventory records of office equipment
- Welcome all guests and students with a smile while handing all matters professionally
- Interact with guests in person and on the phone and to assist them with any question or issue I may have by reviewing files to give them an accurate answer or direct them to the staff member that can better help them – this includes parents & students
- Utilized Microsoft office to complete various tasks
- Update and maintain databases
- Complete requisitions for office supplies, other orders/contracts, and travel forms
- Other forms that I complete are: Grade Change, Transient Study, Excess Hours, Supplemental Pay, and Faculty Transcript forms
- Record all mail/paperwork in the office mail log, assist with coordinating programs and assist with programs campus wide
- Responsible for the catering service for events within the Division
- Responsible for answering a multi-line phone
- Assist with receiving faculty transcripts and documents required for their files
- Assist with the upkeep of classrooms and offices within the Division of Academic Affairs, tag surplus items throughout campus when needed
- Be able to defuse difficult situations
- Served on University Commencement Committee and was responsible for the ushers and other tasks as assigned
- Currently serving as volunteer for university athletics
- Assist department chair and faculty within department with various grants from budgeting, submitting requisitions, ordering necessary items according to grant guidelines and necessary paperwork for individuals to receive compensation from specific grants
- Assist faculty with forms as necessary not only within department but within school.
- Drafted correspondence and other documents for CEO and department heads in company's voice.
- Supported company leaders by managing budgets, scheduling appointments and organizing itinerary.
- Interacted with vendors, contractors and professional services personnel to receive orders, direct activities, and communicate instructions.
- Managed paper and electronic filing systems by routing various documents, taking messages and managing incoming and outgoing mail.
- Opened and properly distributed incoming mail to promote quicker response to client inquiries.
- Established administrative work procedures to track staff's daily tasks.
- Built and maintained excellent customer relationships through timely response to inquiries and going above and beyond to accommodate unusual requests.
- Assisted coworkers and staff members with special tasks on daily basis.
- Continually sought methods for improving daily operations, communications with clients, recordkeeping, and data entry for increased efficiency.
- Volunteered to help with special projects of varying degrees of complexity.
- Managed phone and email correspondence and handled incoming and outgoing mail and faxes.
- Managed filing system, entered data and completed other clerical tasks.
- Facilitated timely delivery of special projects to meet organizational and departmental objectives.
- Increased office participation in special events by creating newsletter with detailed calendars and other office updates.
Teacher Assistant
EIC Headstart
06.2016 - 07.2017
- Assisted in creating and maintaining an atmosphere in which children feel welcome, valued, comfortable and secure
- In addition, assisted the teachers in involving parents in educational activities, planning, implementing and evaluating child development experiences for the children enrolled.
Education
Diploma -
Northeastern High School
Elizabeth City, NC06.1992
Skills
- Excellent Customer Service Skills
- Communication
- Time Management
- Detail-oriented
- Technical Support Skills
- Office Manager Skills
- Organizational Skills
- Filing
- Problem Solving
- Multitasking
- Scheduling
- Critical Thinking
References
Given Upon Request
Timeline
University Program Associate
Elizabeth City State University
02.2024 - Current
Administrative Assistant
Elizabeth city State University
01.2019 - 01.2024
Teacher Assistant
EIC Headstart
06.2016 - 07.2017
Diploma -
Northeastern High School
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