ADMINISTRATIVE SUPPORT ASSOCIATE RESUME EXAMPLE

Madison Torres

Phoenix, AZ

(602) 555-0184

madison.torres@email.com

linkedin.com/in/madison-torres

SUMMARY

Results-driven Administrative Support Associate with 1+ years of experience in records management, scheduling coordination, and billing administration within healthcare services. Proven record of maintaining 98% document filing accuracy across 200+ monthly client records. Expertise in HIPAA compliance and invoice processing to optimize administrative workflows, mitigate documentation errors, and drive departmental efficiency.

SKILLS

HIPAA Compliance

Invoice Processing

Records Management

Scheduling Coordination

Data Entry

Office Procurement

EXPERIENCE

Administrative Support Associate

Meridian Health Services, Phoenix, AZ

June 2023 - Present

• Process 150+ monthly client billing submissions to insurance companies and Medicaid while verifying payment statuses through online portals, reducing outstanding claims by 22% within the first quarter.
• Maintain and update 200+ assigned client financial charts with 98% accuracy, ensuring complete documentation integrity and full compliance with institutional recordkeeping standards at all times.
• Answer and direct 80+ daily incoming telephone calls to appropriate departments while monitoring electronic fax communications and ensuring all correspondence reaches designated recipients accurately.
• Coordinate office supply procurement using an online purchasing system and Office Depot ordering platform, reducing supply costs by 15% through proactive inventory monitoring and vendor comparison.
• Enforce HIPAA confidentiality protocols across all public and private settings, completing 100% of required compliance training within prescribed deadlines each operational period.

Administrative Support Associate

Cornerstone Financial Group, Austin, TX

January 2023 - May 2023

• Processed contractor payment requests via PeopleSoft for 40+ vendors, maintaining all related files with zero discrepancy across a five-month administrative assignment.
• Supported Business Manager with budget planning spreadsheets, accurately tracking expenditures across 3 cost centers and contributing to a 10% improvement in monthly reporting turnaround time.
• Conducted client financial interviews to collect demographic and insurance policy information, completing 95% of intake forms within the same-day service windows.

EDUCATION

Associate of Applied Science, Business Administration

Phoenix College, Phoenix, AZ

Jordan M. Callahan

Denver, CO

(720) 555-0237

jordan.callahan@promail.com

linkedin.com/in/jordancallahan-admin

SUMMARY

Results-driven Administrative Support Associate with 3+ years of experience in payroll administration, academic records coordination, and executive scheduling within higher education and professional services. Proven record of processing 300+ monthly transactions with 99% accuracy across multiple operational systems. Expertise in PeopleSoft administration and compliance tracking to optimize departmental workflows, mitigate processing errors, and drive institutional efficiency.

SKILLS

Payroll Administration

Academic Scheduling

PeopleSoft Processing

Compliance Tracking

Budget Monitoring

Vendor Coordination

EXPERIENCE

Administrative Support Associate

Lakewood Academic Institute, Denver, CO

March 2022 - Present

• Administer payroll documentation and EPAF processing for 120+ Tutors, Graders, and GTAs each semester, maintaining 99% transaction accuracy and reducing processing cycle time by 18%.
• Coordinate graduate and undergraduate scheduling operations, including classroom assignments, course entry into student scheduling systems, and teaching effectiveness surveys covering 40+ course sections per term.
• Issue registration permits for 60+ graduate course enrollments per semester while compiling and cross-checking graduation report lists each term, achieving zero reporting discrepancies across four consecutive semesters.
• Manage GTA budget tracking in partnership with the Business Services Coordinator, monitoring expenditures across 5 budget centers and flagging variances within 24 hours of identification.
• Maintain Google Groups communications reaching 500+ students, faculty, and staff while producing correspondence, reports, and flyers using Microsoft Suite for departmental leadership requests.

Administrative Support Associate

Harmon Educational Consulting, Atlanta, GA

August 2020 - February 2022

• Processed invoices for 80+ monthly vendor transactions using corporate payables software, reducing billing discrepancies by 25% through systematic review and vendor engagement protocols.
• Coordinated travel arrangements for 15+ staff members attending annual professional conferences, managing flights, hotel accommodations, and ground transportation within a $40,000 annual travel budget.
• Maintained SharePoint and OneNote platforms for 3 departments, improving document retrieval efficiency by 30% through standardized folder architecture and consistent metadata tagging practices.

EDUCATION

Bachelor of Science, Business Administration

University of Colorado Denver, Denver, CO

Christine A. Whitmore

Indianapolis, IN

(317) 555-0391

c.whitmore@careermail.com

linkedin.com/in/christinewhitmore-adminpro

PROFESSIONAL SUMMARY

Results-driven Administrative Support Associate with 7+ years of experience in executive administrative support, multi-department operations coordination, and financial invoice processing within healthcare and corporate services. Proven record of managing 500+ monthly administrative transactions with 100% compliance across HIPAA, payroll, and procurement functions. Expertise in PeopleSoft systems and cross-functional team coordination to optimize operational efficiency, mitigate compliance risks, and drive measurable organizational outcomes.

CORE SKILLS

Executive Calendar Management

PeopleSoft Invoice Processing

HIPAA Compliance Administration

Cross Department Coordination

Budget Expenditure Tracking

Event Production Support

EXPERIENCE

Administrative Support Associate

Northgate Community Foundation, Indianapolis, IN

January 2020 - Present

• Deliver executive administrative support to the Founder and CEO and 6 senior team members, managing complex calendaring, expense reporting, and travel arrangements that sustain 100% scheduling accuracy across all organizational priorities.
• Administer end-to-end invoice processing for 200+ monthly contractor payments using PeopleSoft while coordinating with Finance to establish project-specific identifiers and conducting monthly budget center reviews for financial accrual planning.
• Manage program-wide action item tracker and tier reporting system by gathering and verifying data from 8 source departments, reducing reporting turnaround time by 35% over two consecutive fiscal years.
• Plan and execute 20+ annual organizational events encompassing catering coordination, facilities management, AV requirements, attendee registration, and signage production with zero event execution failures recorded.
• Enforce HIPAA confidentiality protocols and institutional compliance standards across all administrative functions while serving as primary backup to the Administrative and Finance Departments during staff absences.

Administrative Support Associate

Pinnacle Office Solutions, Nashville, TN

June 2016 - December 2019

• Processed 150+ weekly invoices using corporate payables software, researching sales and use tax rules to ensure 100% billing accuracy and reducing tax-related discrepancies by 40% within the first year.
• Coordinated high-level program meetings for 30+ attendees by securing locations, verifying clearance levels, setting agendas, taking minutes, and tracking action items reported directly to senior management.
• Served as administrative resource to 5 branch offices, managing order processing, warranty claims, and service ticket reviews while delivering departmental training to 25+ associates on updated process implementation.
• Maintained SharePoint and OneNote platforms across 4 departments, improving cross-functional document accessibility by 45% and reducing information retrieval time from 15 minutes to under 3 minutes per request.

EDUCATION

Bachelor of Science, Office Administration

Indiana University, Indianapolis, IN

• Coordinated full-cycle recruitment logistics for Hiring Managers by posting positions, processing background checks, and generating offer letters across multiple requisitions simultaneously.
• Administered payroll documentation for 100+ associates, processing terminations, issuing employee change letters, and partnering with the Associate Care Center on garnishments and governmental compliance forms.
• Managed scheduling and tracking for mandatory compliance training programs, including First Aid and power equipment certifications, ensuring 100% license currency across all site associates.
• Tracked and entered training hours into Kronos and arranged end-to-end travel logistics covering flights, hotel, and car rental for associates attending internal and vendor-led programs such as SMART and product knowledge sessions.
• Maintained workforce scheduling integrity for Store Leadership by managing predictive scheduling, shift patterns, rest break compliance, and associate availability reports with daily data entry into Kronos.
• Generated, distributed, and maintained business reporting for site leadership while supporting new associate orientation, community events, and HR communications, including NHD and EOS initiatives.

Core Skills:

• Kronos Scheduling
• Payroll Administration
• Compliance Tracking
• ATS Recruitment Support
• Onboarding Coordination
• Business Reporting

• Administered full-cycle payroll processing, purchase card reconciliations, and travel expense voucher workflows while maintaining accurate data management and correspondence across multiple concurrent administrative functions.
• Coordinated student employee hiring pipelines, including graduate student onboarding, data gathering, and records management, while ensuring compliance with institutional HR policies and standard procedures.
• Monitored departmental budget tracking and expenditure processing for Director-level leadership, generating financial reports and supporting budget coordination across multiple cost centers simultaneously.
• Served as primary liaison between faculty, staff, students, and external vendors on behalf of the Manager and Department Head while advising all stakeholders on standard institutional policies and procedures.
• Managed academic scheduling operations, including classroom assignments, course entry into the AU student scheduling system, teaching effectiveness surveys, and bookstore coordination for departmental textbook procurement.
• Supported complex event coordination, preparation of reports and presentations, calendar management, website maintenance, and supply procurement while maintaining 100% accuracy across all administrative deliverables.

Core Skills:

• Budget Monitoring
• Payroll Processing
• Academic Scheduling
• Vendor Coordination
• Data Management
• Expense Reconciliation

• Managed daily title document workflows encompassing high-volume scanning, systematic filing, and real-time recordkeeping updates across multiple operational systems with consistent accuracy.
• Maintained and updated loan files by entering critical data into operational systems, ensuring complete documentation integrity and compliance with institutional recordkeeping standards at all times.
• Delivered professional customer service and administrative support to clients, students, Faculty, and Staff while resolving inquiries and coordinating clerical tasks across multiple departmental functions simultaneously.
• Processed all Banner system transactions and managed office supply procurement by monitoring inventory levels, submitting purchase orders, and maintaining uninterrupted availability of essential operational resources.
• Composed and distributed professional written materials, including memos, emails, meeting agendas, and minutes, ensuring clear communication and accurate documentation across all departmental correspondence channels.
• Answered and transferred high-volume telephone calls while supporting Loan Specialists and administrative teams with clerical duties that maintained daily office operations and service continuity.

Core Skills:

• Banner Processing
• Loan File Management
• Document Scanning
• Records Management
• Office Procurement
• Customer Support

• Provided comprehensive administrative support to the Graduate Coordinator, Undergraduate Coordinator, and Associate Chair by initiating eGAs for continuing students and summer GTAs while maintaining accurate assignment records.
• Partnered with Business Services Coordinator to manage GTA budget oversight, process EPAFs for Tutors and Graders, and assign faculty members to GTAs with updated tracking reports each semester.
• Recruited, assigned, and coordinated Tutors, Graders, and non-teaching TAs across departmental needs while issuing registration permits for graduate courses and managing GTA office assignments as directed.
• Collected course grades for assigned graduate courses, obtained required signatures on change of major and minor forms, and submitted completed mail merge documentation directly to the Registrar's Office.
• Assigned academic advisors to incoming math majors and maintained accurate advisor allocation records while supporting the Graduate Coordinator with departmental administrative functions throughout each academic term.
• Compiled, cross-checked, and reconciled graduation report lists every semester for 100% accuracy while generating operational reports as needed to support the Graduate Coordinator and departmental leadership decisions.

Core Skills:

• EPAF Processing
• GTA Budget Management
• Graduate Records Administration
• Registrar Coordination
• eGA Initiation
• Academic Reporting

• Assisted faculty members with procuring desk copies of books and maintained an organized department book closet inventory, ensuring all instructional materials remained accessible and properly catalogued throughout each academic term.
• Supported Business Services Coordinator in processing conference travel paperwork for Graduate Coordinator, Undergraduate Coordinator, Associate Chair, and Graduate Students presenting at professional academic conferences.
• Maintained department website by systematically adding and removing content as needed while producing correspondence, reports, flyers, and miscellaneous materials using Microsoft Suite for departmental leadership requests.
• Administered Google Groups communications to correspond with students, faculty, and staff while managing complex copying projects and operating the Op Scan machine to run and grade departmental tests.
• Monitored front desk student temporary employees alongside Business Services Coordinator while covering front office reception area and maintaining uninterrupted service continuity during staff unavailability.
• Served as primary backup to Administrative Support Associate and Business Services Coordinator during absences while completing cross-training initiatives to sustain full departmental operational coverage at all times.

Core Skills:

• Website Maintenance
• Google Groups Administration
• Microsoft Suite Production
• Op Scan Operation
• Travel Documentation
• Front Desk Operations

• Served as a central administrative resource to multiple departments and branch offices by managing order processing, invoice and billing workflows, return and warranty claims, and service ticket reviews simultaneously.
• Provided primary backup support to the Administrative and Finance Departments while implementing and enforcing administrative policies and procedures to maintain operational consistency across all organizational functions.
• Delivered consistent departmental training initiatives as directed by Manager while educating associates on process implementation, answering procedural questions, and supporting the smooth adoption of updated workflows.
• Researched and compiled data for contract justification reports under Manager direction while completing accurate weekly, monthly, and annual reporting within established deadlines across all assigned reporting cycles.
• Completed special projects assigned by Manager with full adherence to company standards, guidelines, and procedures, ensuring every deliverable met organizational quality benchmarks and compliance requirements.
• Identified and proposed new applications to the Manager to improve work quality and operational efficiency while supporting cross-functional teams in maintaining consistent administrative performance across all departments.

Core Skills:

• Invoice Processing
• Contract Reporting
• Warranty Claims Management
• Administrative Policy Implementation
• Cross Department Support
• Process Training

• Delivered executive administrative support to the Founder and CEO and cross-functional team members by managing complex calendaring, scheduling coordination, and expense reporting across multiple concurrent organizational priorities.
• Managed all aspects of business travel arrangements for the Chicago Beyond team, including flights, hotel accommodations, and ground transportation, ensuring seamless itinerary execution for every team member.
• Administered Chicago Beyond's Home for Social Innovation by overseeing inventory management, supply procurement, conference room setup, visitor greeting protocols, and catering coordination for daily operational requirements.
• Served as the primary point of contact for office maintenance requests, space management, mailing and shipping logistics, kitchen upkeep, and common area maintenance while opening and closing the facility daily.
• Planned and executed end-to-end event support encompassing catering coordination, facilities management, signage production, attendee registration, and AV requirements management based on event content and production specifications.
• Supported employee onboarding workflows and recruiting logistics while partnering with team members on administrative needs that sustained Chicago Beyond's organizational efficiency and professional office environment standards.

Core Skills:

• Executive Calendar Management
• Event Production Support
• Travel Coordination
• Facilities Management
• AV Requirements Management
• Onboarding Logistics

• Processed Information Services invoices using corporate payables software while engaging vendors to obtain W9 documentation and payment methods, resolving invoicing discrepancies, and researching applicable sales and use tax rules for accuracy.
• Coordinated with Finance to establish project-specific identifiers within payables software and conducted monthly budget center reviews to identify and set up financial accruals for anticipated but unincurred expenditures.
• Managed end-to-end coordination of high-level program meetings by securing locations, verifying clearance levels, setting agendas, taking minutes, tracking action items, and communicating outcomes directly to management.
• Partnered with Sandia New Mexico and external partners across the National Security Complex to coordinate customer access to shared networks while proactively managing cross-organizational relationships and communication channels.
• Administered OneNote and SharePoint platforms to maintain, communicate, and present program information to Managers and team members while supporting information management projects and organizational communication processes.
• Coordinated a program-wide action item tracker and tier reporting system by gathering, recording, and verifying data from multiple sources to ensure accurate and timely reporting across all program functions.

Core Skills:

• Payables Software Processing
• Financial Accrual Review
• SharePoint Administration
• Vendor Engagement
• Program Meeting Coordination
• Action Item Tracking

• Processed contractor payment requests via PeopleSoft and entered client billing information for CDSA to insurance companies and Medicaid while monitoring outstanding claims, verifying payment status through online portals, and printing and mailing insurance claims for assigned client files.
• Conducted client financial interviews to collect demographic information, insurance and Medicaid policy numbers, and sliding fee scale determinations while obtaining parental and guardian signatures confirming full understanding of billing obligations and payment responsibilities.
• Maintained direct accountability for assigned financial charts by keeping records updated, filed accurately, and compliant with complex bookkeeping standards while supporting the CDSA Business Manager with expenditure accounting and budget planning spreadsheets.
• Coordinated all CDSA supply operations by processing online purchasing system and Office Depot orders, supervising inventoried stock distribution, investigating procurement options, and ensuring copiers and facsimile machines remained fully operational at all times.
• Managed end-to-end outside provider therapy referrals by scanning and maintaining service request files while generating collection requests to Supervisor and transmitting all CDSA-related billing correspondence through appropriate documentation channels.
• Assumed cross-trained backup responsibilities across departmental functions while maintaining 100% accuracy on complex bookkeeping records and exercising sound judgment on the appropriateness of all requested expenditures processed.

Core Skills:

• PeopleSoft Payment Processing
• Medicaid Billing Management
• Client Financial Interviewing
• Bookkeeping Records
• Supply Procurement
• Insurance Claims Administration

• Provided comprehensive administrative support to Division Chief, faculty, and residents in Plastics and Dermatology Surgery by coordinating schedules, processing correspondence, arranging travel, and supporting special events across all divisional functions.
• Assisted with abstract and manuscript preparation, conducted literature searches, and maintained a complete office inventory by processing orders, handling fees, and invoice processing, and following institutional business practices and procurement policies.
• Delivered general clerical support, including file maintenance, telephone coverage, and chart reviews to ensure accurate scheduling, billing, service rendering, and customer service documentation across all assigned clinical administrative functions.
• Provided computer user support across the division by triaging hardware issues, training new users, and maintaining technology operational continuity while ensuring full HIPAA confidentiality compliance in all public and private settings.
• Developed and cultivated professional relationships at all engagement levels with every individual entering the division while coordinating intake, follow-up, and program aide services in direct partnership with the Intake Coordinator and Clinical Director.
• Collaborated with Clinical Director and Administrator to link intake workflows with program aide services, maintaining seamless administrative continuity and ensuring accurate documentation and communication across all divisional operational touchpoints.

Core Skills:

• HIPAA Compliance
• Clinical Scheduling
• Manuscript Preparation
• Hardware Triage Support
• Invoice Processing
• Intake Coordination

• Provided comprehensive administrative support to Division Chief, faculty, and residents in Plastics and Dermatology Surgery by coordinating schedules, processing correspondence, arranging travel, and supporting special events across all divisional functions.
• Assisted with abstract and manuscript preparation, conducted literature searches, and maintained a complete office inventory by processing orders, handling fees and invoice processing, and following institutional business practices and procurement policies.
• Delivered general clerical support, including file maintenance, telephone coverage, and chart reviews to ensure accurate scheduling, billing, service rendering, and customer service documentation across all assigned clinical administrative functions.
• Provided computer user support across the division by triaging hardware issues, training new users, and maintaining technology operational continuity while ensuring full HIPAA confidentiality compliance in all public and private settings.
• Developed and cultivated professional relationships at all engagement levels with every individual entering the division while coordinating intake, follow-up, and program aide services in direct partnership with the Intake Coordinator and Clinical Director.
• Collaborated with Clinical Director and Administrator to link intake workflows with program aide services, maintaining seamless administrative continuity and ensuring accurate documentation and communication across all divisional operational touchpoints.

Core Skills:

• HIPAA Compliance
• Clinical Scheduling
• Manuscript Preparation
• Hardware Triage Support
• Invoice Processing
• Intake Coordination