Ci'Ana Cruz
PO Box 7557
Summary
Professional assistant with experience in administrative support and operational efficiency. Strong focus on team collaboration and achieving results. Reliable in adapting to changing needs, skilled in communication, organization, and multitasking. Recognized for problem-solving abilities and proactive approach to tasks.
Overview
9
9
years of professional experience
Work History
Grant Assistant III
UOG CIS and Sea Grant
01.2024 - Current
- Assist with grant and administrative requests and queries from Director and Associate Director;
- Processing purchase requisitions (purchase orders, direct payments, receiving reports, subscription payments,adjustments, etc.);
- Maintain and update internal purchase order tracking;
- Assist with end of fiscal year closeout;
- Provide and maintain data for grant reporting/grant close outs;
- Maintain internal budget/expenditure tracking;
- Maintain internal equipment inventory, sign-out, and returns;
- Process travel authorizations, travel clearances, travel adjustments, etc.; Assist with travel related purchases (airfare, lodging, registration, autorental, etc.);
- Assist with service contract and intern contract preparation and payments;
- Maintain and update internal vehicle, meetings/events, training, and staff leave calendars;
- Process HR documents (renewals,request to hire, request to announce, request to interview, interview questions, amendments, separation clearances, resignations, etc.); Maintain and update internal staff tracking (end dates, position titles, wages,funding, etc.);
- Process vehicle gas payments and maintain internal expenditure tracking;
- Assist with Internal Service Order Forms;
- Preparation of transfer of funds/expenditures;
- Obtaining bi-weekly timesheets,submission to timekeeper, and filing of timesheets and staff leave forms; Processing local mileage requests;
- Maintain and update internal contact/directory listing;
- Maintain and update Grant Assistant standard operating procedures; Scanning and filing all incoming/outgoing documents;
- Assist with supervisory role for interns (high school interns, work studies, etc.)
- Assist with all other administrative/clerical duties as needed
Grant Assistant I
UOG Sea Grant
05.2020 - 01.2024
- Assist with grant and administrative requests and queries from Director and Associate Director;
- Coordinate meetings for Director and Associate Director;
- Take and distribute detailed meeting minutes;
- Maintain calendars for staff meetings, trainings, program events, vehicles usage;
- Assist with coordination, setup and break down of program events (annual conference, outreach, project launches, collaboration events,etc.);
- Prep and route documents to appropriate offices and agencies for further action;
- Prep and distribute emails, correspondences memos, letters, transmittals, faxes;
- Assist with processing HR documentation (renewal, hire, job announcement, amendment memos, onboarding packets, etc.);
- Answer and direct phone calls, emails, and all other inquiries accordingly;
- Maintain and update program policies to adhere to federal grant regulations;
- Maintain and update internal standard operating procedures;
- Assist and process service and intern contracts and stipend payments (local and off-island vendors/individuals);
- Maintain and update service and intern contract tracking;
- Maintain and update purchase order, swag, staff end dates, staff hourly/annual rates and salary projections, vehicle gas tracking sheets;
- Maintain and upkeep cleanliness of office;
- Maintain and upkeep cleanliness of program vehicles (registration, insurance, gas card, maintenance/services, repairs,etc.);
- Provide general assistance to colleagues and visitors
HR Administrative Support Technician
UOG Human Resources Office
06.2016 - 05.2020
- Assist faculty, staff, and visitors during submission and pick up of documents;
- Stamp incoming documents and prepare all incoming logs (Regular, Application, Service Contracts, RCUOG, etc.);
- Answerphone calls, take messages, and forward calls accordingly; Address caller’s inquiries and concerns;
- Scan and photocopy all documents; Replenish all forms (application packets, processing/exit forms, insurance forms,etc.);
- Prepare, maintain, and distribute all job announcements;
- Assist applicants when submitting/picking up application forms (review of application form);
- Pick up/submit documents to UOG departments and other agencies;
- Fulfill clerical duties (create, file, organize, archive – active/inactive recruitment files and personnel jackets);
- Prepare transmittals for GGRF (DB, DC, DB 1.75), Attorney General’s Office, Civil Service, UOG Student Health Services, UOG EEO/Title IX and ADA Office; Prepare labels for personnel jackets according to employee’s department;
- Organize and maintain all Verification of Employment Eligibility Forms (I-9);
- Maintain UOG HRO website (update HRO forms, job announcements, contact information, links, and resources, etc.);
- Prepare HRO employee, work-study time attendance sheets Maintain office supplies and equipment;
- Communicate with UOG departments and other agencies of personnel action signatures, memorandums for pick up, inquiries;
- Retain visitor sign-in sheet via Excel Spreadsheet;
- Contact staff,faculty, and others when request for Verification of Employment (VOE) is ready;
- Make reservations for HRO conference room;
- Prepare interview questions and distribute approved questions to the appropriate department;
- Prepare, update, and distribute HRO forms (Notification of HIPAA, SWICA, Drug Free Workplace, Employee Processing Checklist, etc.);
- Secure office equipment (computers, printers, shredder,etc.), office doors (front, back, conference room), restroom windows;
- Assist HRO team with general clerical duties;
- Participate in weekly staff meetings and prepare detailed minutes;
- Bind documents;
- Fax documents to other and off-island agencies
Education
High School Diploma -
Notre Dame High School
Talofofo05-2016
Skills
Effective program management, stakeholder engagement and relationship building, financial management, time management, proficient with Microsoft software (Outlook, Word, PowerPoint, Excel); Ability to manage conflict; excellent communications skills, both orally and written, fast learner
Timeline
Grant Assistant III
UOG CIS and Sea Grant
01.2024 - Current
Grant Assistant I
UOG Sea Grant
05.2020 - 01.2024
HR Administrative Support Technician
UOG Human Resources Office
06.2016 - 05.2020
High School Diploma -
Notre Dame High School
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