Sonja Ray
7355 Autumn Crossing Way, Brentwood TN 37027
Email: sonja.l.ray@vanderbilt.edu
CURRENT POSITION
December 21- Present Secretary Executive Vanderbilt University Medical Center
Department of Neurosurgery
Answers front desk phones, taking accurate messages and route calls to
appropriate extensions, clinics, nurses and other health care professionals as
needed and provides outstanding service and superb customer service
Processes daily mail, maintain filing systems, and perform miscellaneous
administrative duties as requested
Organize the flow of daily operations to ensure service priorities are met
Meet customer needs by consulting with others, as appropriate Coordinating
complex and varied travel arrangements.
Coordinate complex travel arrangements for multiple physicians, including
airfare, hotel, transportation, etc. creating itineraries
Transcribes Medical School Admission letters through the use of dictation
equipment
Maintaining calendars for multiple physicians and scheduling meetings
Performs secretarial and other duties as requested or needed
Trained in Star Panel and Epic software
Summary of duties in the Office of Animal Welfare Assurance
July 2, 2007 December 2009 Secretary Executive Vanderbilt University Medical
Center Office of Animal Welfare Assurance / S-4322 MCN
Assists in maintaining Directors complex calendar, lab meetings and
scheduling of multiple groups also working with DAC (Division of Animal Care)
Responsible for handling all incoming protocols into the office daily for
input into ACCESS and Sirius software systems a very detailed process of
assigning protocols of reviews of incoming modifications and new Notice of
Intent to Primary Reviewers and Veterinarians (~ 1,200 active protocols).
Assists in preparing weekly agendas for the Office of Animal Welfare Assurance
(OAWA) and Institutional Animal Care and Use Committee (IACUC)
Participate in Protocol Project management by showing end results of project,
project evaluation, and appropriate recommendations
Performs responsible and complex secretarial duties, assists with budget
management, and assists office Administrative Manager with day to day assignments
Assists with potential candidates including preparing itineraries and making
and scheduling within OAWA and DAC and assisting in taking candidates back and
forth to interviews
Assists with handling incoming calls in the OAWA Office and for the Director
of this office
Assists in maintaining Directors complex calendar, lab meetings and
scheduling of multiple groups also working with DAC (Division of Animal Care)
Responsible for handling all incoming protocols into the office daily for
input into ACCESS and Sirius software systems a very detailed process of
assigning protocols of reviews of incoming modifications and new Notice of
Intent to Primary Reviewers and Veterinarians (~ 1,200 active protocols).
Assists in preparing weekly agendas for the Office of Animal Welfare Assurance
(OAWA) and Institutional Animal Care and Use Committee (IACUC)
Participate in Protocol Project management by showing end results of project,
project evaluation, and appropriate recommendations
Performs responsible and complex secretarial duties, assists with budget
management, and assists office Administrative Manager with day to day assignments
Assists with potential candidates including preparing itineraries and making
and scheduling within OAWA and DAC and assisting in taking candidates back and
forth to interviews
Assists with handling incoming calls in the OAWA Office and for the Director
of this office
Plans and performs, independently, a variety of administrative, secretarial
and clerical duties which requires a thorough knowledge of University policies
and procedures.
PREVIOUS EXPERIENCE
April 27, 2006 April 19, 2007 Program Assistant, University of Florida,
College of Journalism and Communications
Summary of duties in the College of Journalism and Communications
Assists the Dean of the College and development officer in most aspects of the
College development and alumni relations programs. Works directly for the College
Development officer and assists with all aspects of his/her work, which includes;
coordinating and monitoring internal external contacts, communications,
appointments, and travel related to program activities; analyzes data related to
donors, prospects and alumni; assists with monitoring stewardship activities;
provides reports on current donor, prospect and alumni statistics as needed.
Monitors and assists with annual program budgets; retrieves and interprets
data on program funds and accounts; develops reports analyzing data for
development officer and dean. Position is authorized to maintain workflow by
processing fund deposits, transfers and disbursements.
Maintains records, logs, files and all computer files for college development
and alumni relations programs, including those related to confidential donor,
prospect and alumni records, prospect tracking and related information;
researches donor information and compiles reports, synthesizing all research
information for development officer and dean.
Prepares and maintains building update and modification requests. Maintain
building records and files, coordinates building activities within College per
Dean and Executive Associate Dean requests.
Arranges schedules and assists with special projects as requested or assigned;
provides backup/support for administrative office in all areas, as needed.
Arranges and plans for events in the deans office. Keeps and updates calendar
for Dean, Assistant Dean and Development officer.
January 31, 1986 April 27, 2006, Program Assistant, University of Florida,
Department of English
Summary of duties in the Department of English
Managed & processed all travel reimbursements for Eminent Scholar to ensure
expert handling.
Manages visiting lecturers reimbursements and honorariums.
Responsible for ordering office supplies and processing for payment.
Worked with the University of Florida Foundation to request grant funds in a
timely manner to ensure monies are in department account to cover budgeted
expenses. Familiar with University of Florida Foundation and grant procedures and
forms.
Co-owner and manager of google.com International Literature and Psychology
Conference list that is held abroad every year including collecting registration
fees, distributing confirmation letters, typing abstracts, setting up and
maintaining database for list.
Prepares faculty semester and annual activities reports.
Assists professor with graduate class, including copying papers for classes
and grading exams.
Knowledge of Peoplesoft and UF & UFF procedures including purchasing and
processing payments and reimbursements.
Experience with office machines including fax/phone and copy machines.
Responsible for typing IPSA Bibliography, copying and sorting for large
(2200+) bulk mailing.
Facilitates annual mailing for IPSA Newsletter.
Manage appointments and schedules for student assistants.
Arranged monthly dinner and luncheon meetings for GAP (Group for Applied
Psychology) and Eminent Scholars.
Knowledge of word processing and spreadsheet software, including Word, Excel,
Outlook; familiar with office equipment such as bookbinding, laminating machine,
copy machines, fax/phones. Knowledge of PeopleSoft, travel, and other finance
and accounting policies and procedures.
EDUCATION
High School Graduate - Green High School - Akron, Ohio
Currently attending Bethel University Success Program
COMPUTER EDUCATION
1 New Horizons Learning Center (5/2/03 - 11/16/04)
2 Completed Word Levels - 1-3
3 Excel Levels 1-3
4 Outlook - Level 1
5 Access - Levels 1&2
6 Powerpoint - Levels 1&2
7 Internet Explorer - Level 1
8 PeopleSoft Training at UF
9 Take Charge of Change
10 Internet Explorer - Level 1
11 Microsoft Word - Basic
12 Portal Authorization & Publisher
|
