Temporary Administration Assignments - Oct 2007  to  Current

Mar-July 2008 (5 months). Administration Officer, HR, Catholic Education Office, Leichhardt (McCormack Employment Services)
Updating and formatting a variety of documents for senior teaching application package; editing and formatting forms; updating and formatting schools brochures re teaching positions; reviewing and re-drafting letters; organising mail-outs; extensive Access database and Excel spreadsheet updating confidential information: staff salaries, and staff and school principal details and contract information. Administering the HR/Recruitment process for Teacher/Co-ordinator job applications in the Sydney region.

Jan-Feb 2008 (4 weeks). Executive Assistant to Managing Director/Vice President, Ingram Micro Australia (People2People Recruitment).
Senior EA duties including access to MD/VPs Inbox and all confidential, sensitive emails received; organising senior executive meetings, including catering; preparing tender documents, Powerpoint slides; diary management; screening calls; formatting documents; extensive liaison with senior executives within IM Aust and internationally, as well as external organisations; create draft procedure for this EA position; MD & Director expenses; organising taxis, couriers; extensive liaison with IM Aust Reception, Facilities, Finance, Accounts Payable, etc; archiving files; tidy filing system; filing, faxing, photocopying, etc

Oct-Dec 2007 (3 months). Executive Assistant to 2xGeneral Managers, National Breast Cancer Centre (McCormack Employment Services)
General EA duties including correspondence, reports, diary management, screening calls, formatting documents, preparation of tender document, internet searches, mail-outs to NBCC committees, compose and draft project management template, monitoring of General Manager emails including replying to some on her behalf; organising meetings; GM expenses; photocopying, faxing, filing, etc.

Personal Assistant to Program Leader (PL) and Program Administrator for IMAGEN  Program

Reporting to : Professor Peter Eades, Program Leader

· Monitor and respond to emails and phone calls for Program Leader (PL), particularly in his absence:  extensive liaison with Acting PL during regular absences of PL (due to national/ international travel, etc); ensure all necessary matters, incl. correspondence are attended to.

·  Diary management – including organising meetings, teleconferences, etc.

·  Follow-up to ensure reviews, references, papers/thesis are prepared by due date.

·  Preparation of correspondence, reports, and draft references.

·  Assistance with preparation of ARC (Aust Research Council) grant applications.

·  Quarterly reporting for program – collect, collate and prepare all information.

·  Update the IMAGEN Program website (http://nicta.com.au/director/research/programs/imagen.cfm) using Focus WebAdmin system – creating program pages, writing/editing pages, uploading documents and images, maintaining website files, etc.

·  Organise travel for program: PL, researcher and student travel nationally/internationally, as well as national/international visitor travel to NICTA.

·  Provide student information re NICTA applications and USyd enrolment, scholarships, travel, etc.

·  Proof-reading documents, research papers, etc.

·  Finance: prepare expense claims for Program Leader, researchers and visiting researchers, purchase on-line items with Credit Card, reconcile monthly CC statement;  raise requisitions for non-CC purchases and purchase orders in on-line iPOS (Finance) system. Check invoices, arrange approvals, liaise with Accounts Payable/Finance when necessary.

·  Events:  Organising Committee member for conferences, workshops and Program retreats.  Locate, visit, assess and recommend venues; develop and monitor budgets; organise catering, equipment, audio-visual, speakers' travel and accommodation; co-ordinate registration; co-ordinate papers for presentation (and Proceedings); organise and attend VIP dinners; organise printing of Proceedings; design and prepare program brochures; liaise with program committee and organising committee members, etc.

·  Experiments:  Assist with organising and administering experiments, including advising researchers regarding experiment content, locating and collating content, and organising experiment 'subjects'.

·  Extensive liaison: in-house NICTA management and administrative staff; Uni of Sydney academics and administrative staff incl. School of IT, International Office, Research Office, etc; Academics and researchers at various external universities and research labs nationally and internationally; senior executives of corporate organisations, nationally and internationally.

·  Administration: organise quotes for equipment, purchase books, organise furniture and fittings, arrange one-off jobs such as picture framing, maintain stationery and kitchen supplies, manage hard and soft filing systems, etc.

·  Proof-reading and editing of student resources (learning materials)

·  Preparing learning materials for exams and assignments

·  Typing mathematical data including use of Equation Editor

·  Writing procedures, processing test applications, student withdrawals & student payments

·  General admin/clerical tasks and extensive student contact

·  Extensive liaison with teachers and students; assisting students with queries regarding coursework, assignments, test applications, tests, etc.

June – July 2002 – Catholic Education Office, Leichhardt (McCormack Employment)

·  General PA/Secretarial duties including correspondence, screening calls, formatting documents, etc.

Oct. 2001- Apr. 2002 – Haematology – Ward 12, Concord Hospital (Hays-Metier)

·  Reception, patient appointments, admissions, booking procedures for patients, processing Medicare payments, preparation of correspondence, other duties as required.

·  Development of new website (http://www.actuaries.asn.au/) using FrontPage 200, HTML, DHTML and basic ColdFusion.  Writing and editing page content, creating site map, page layout format, uploading (via FTP) folders/pages, images and documents, managing website electronic files, etc.

·  Co-ordinating electronic and hard-copy files (including photos) for bi-monthly magazine and quarterly Journal.

·  Writing copy, proof-reading and editing for the magazine and preparation of Journal template for printing.

·  Editing and formatting general procedures for the IAAust.

·  Daily server back-up function.

·  PA support to Director including preparation of correspondence and diary management.

·  Events organisation (national Roadshows): locating venues; organising travel and accommodation for speakers; preparation of over-heads and/or PowerPoint presentations; preparing  Workbooks; organising catering, seating, equipment and audio-visual, etc.  Creating budgets, timelines, contact lists, etc.  Attendance and support at annual National Conference (approx. 1400 delegates).

·  Publications (booklets, pamphlets, fortnightly newsletter): design of covers; formatting of publications; editing/proof-reading; liaising with printers re design, layout, numbers required, etc.

·  General administration including maintaining contact lists & database management.

·  Assistance with preparation of Policy budget;  monitoring budget and accounts payable.

Feb 93 - July 96   Admin Services Officer (ASO), Class 4, Occupational Information Office

·  Research work:  researching educational/occupational data for DEETYA publications.

·  Write copy for publications (booklets, pamphlets, posters, Job Guide NSW) targeted to relevant group (school students, uni students, unemployed, etc).  Proof-reading and editing.

·  Printing of publications:  extensive liaison with printers regarding artwork, layout and style.

·  Supervision of staff and monitoring of workflow; general telephone enquiries.

·  Preparation of correspondence and reports.

Oct 93 – Dec 93  ASO Class 5 (Acting)

·  Supervision and training of ASO4 officers researching Job Guide NSW.  Checking work for accuracy, use of correct style, marking up (editing) for typesetting, etc.

·  Monitoring work schedules to ensure meeting of deadlines.  Advising management on status of Job Guide.  Management of Job Guide printing schedule.

·  Organising meetings, extensive liaison with printers, preparation of correspondence & reports.

Nov 92 – Feb 93   ASO Class 1 – Newtown CES