Anne Callahan
Andover,MA
Summary
To secure a position with an organization that will allow me to use my knowledge, skills, and abilities for continued professional growth and development.
Experienced administrative professional prepared for this role with strong background in office management, scheduling, and communication. Skilled in handling multiple tasks efficiently, ensuring smooth operations, and supporting executive teams. Team collaboration and adaptability to changing needs drive consistent achievement of organizational goals. Known for reliability and fostering positive work environment.
Overview
24
24
years of professional experience
Work History
Administrative Assistant-Chemistry, Biology, Physics, Math and Shared Instrumentation & Research Facility (SIRF)
Merrimack College
11.2021 - Current
- Provide a high level of administrative support to faculty and chairs.
- Manage advanced and complex administrative functions dealing with confidential and sensitive communication/information.
- Monitor and maintain an inventory of office supplies and equipment. Purchasing materials and equipment for multiple departments, according to established college procedures and budgetary restrictions.
- Working with other administrative staff and faculty to create and update necessary department documents and web-based information.
- Manage submission of expense reports for faculty.
- Coordinate and administer faculty evaluations.
- Coordinate postings and regular timesheet submittals for student workers.
- Helping students connect with faculty or other departments/resources to address problems.
- Assist chairs, faculty members, and advocates with Tenure and Promotion activities.
- Assist chairs with faculty searches and new faculty hires.
- Provide a high level of administrative support to faculty and chairs.
- Manage advanced and complex administrative functions dealing with confidential and sensitive communication/information.
- Monitor and maintain an inventory of office supplies and equipment. Purchasing materials and equipment for multiple departments, according to established college procedures and budgetary restrictions.
- Working with other administrative staff and faculty to create and update necessary department documents and web-based information.
- Manage submission of expense reports for faculty.
- Coordinate and administer faculty evaluations.
- Coordinate postings and regular timesheet submittals for student workers.
- Helping students connect with faculty or other departments/resources to address problems.
- Assist chairs, faculty members, and advocates with Tenure and Promotion activities.
- Assist chairs with faculty searches and new faculty hires.
- Process student evaluations.
- Assist faculty with expense reports.
- Schedule room requests and maintenance requests.
- Schedule department meetings.
- Filing, photocopying, ordering office supplies, print center orders, processing payment vouchers and check requests.
- Posting of Job Opportunities on External Sites
- Ordering refreshments for events and meetings.
- Use campus systems such as CARS/Cognos, EMS, NetFacilities, Adobe Sign.
- Maintain shared files on Google Drive for course syllabi, CVs of adjuncts.
- Maintain and update department websites.
- Other duties as assigned
Student Care Team Case Manager
Harvard University (School of Law)
09.2021 - 11.2021
- Approval of student course requests
- Setting up class recordings
- Sending course recordings to students
- Posting recordings to course website
- Updating and maintaining course spreadsheets
- Correspondence with students, faculty and staff via phone, email, Zoom and Microsoft Teams
- Maintained accurate documentation on all cases, ensuring compliance with regulations and confidentiality requirements.
- Conducted thorough assessments of clients'' situations, identifying issues, goals, and necessary interventions.
- Monitored ongoing cases closely, adjusting case management strategies as needed based on evolving circumstances or new information.
- Educated clients on available programs, benefits, and services, empowering them to make informed decisions about their care needs.
- Enhanced communication between clients and providers through consistent follow-ups and progress updates.
- Achieved positive client outcomes by developing and implementing comprehensive case management plans.
- Advocated for client rights when interacting with external agencies or institutions, ensuring fair treatment at all times.
- Provided crisis intervention support for clients experiencing emergencies, using appropriate techniques to de-escalate situations safely.
- Contributed to team discussions and case conferences actively, sharing insights and expertise with colleagues to optimize client support strategies.
- Coordinated services with other agencies, community-based organizations, and healthcare professionals to provide useful benefits to clients.
- Developed and implemented comprehensive case management plans to address client needs and goals.
- Improved client satisfaction by efficiently addressing concerns or grievances in a timely manner.
Parish Secretary
St. Florence Parish
08.2020 - 03.2021
- Front desk operations - welcomed visitors, answered phones, and general administrative duties
- Data entry and database maintenance (ParishSOFT database)
- Criminal Offender Record Information (CORI) Coordinator
- Maintenance of Google spreadsheets for numerous church-related activities
- Payroll entry and submission (Primepay system)
- Donation collector for Archdiocese events
- Updated Parish sacramental records
- Prepared weekly Lector and Priest’s announcements
- Scheduled Funerals, Weddings, Baptisms, and Masses
- Maintained Ministry Schedule
- Provided administrative support to the Faith Formation Ministry
- Performed other tasks as deemed necessary and/or assigned Administrator/Pastor
- Collaborated with clergy to prepare for liturgical celebrations, including organizing schedules, creating worship aids, and coordinating necessary resources.
- Improved office efficiency by implementing and maintaining an organized filing system for important documents and records.
- Promoted a welcoming environment by greeting visitors, answering phone calls, and providing accurate information about parish activities and services.
Records Assistant
Lesley University
07.2005 - 06.2007
- Provided superior customer service to students, faculty, and staff
- Made phone inquiries for record issues
- Informed students and staff of specific academic information regarding students
- Provided students and staff with general University policy and procedures
- Responsible for specific functional processes in the Records area of the office of the Registrar
- Updated student records and transcripts, transcript processing, including certification transcripts
- Tracked and posted grades and grade changes
- Transferred credits, waivers, AP CLEP, portfolio posting, and tracking
- Posting of Honor Contracts and Seven Year Waivers
- Maintained permanent paper files
- Recorded program exceptions and waivers in the automated degree audit program
- Maintained and reviewed academic records information in the Colleague system
- Assisted in the development of Records Management Policies, ensuring compliance with industry standards and regulations.
- Conducted regular file purges according to established schedules, reducing unnecessary clutter in storage areas while preserving vital documents securely.
- Enhanced records accuracy by diligently organizing and updating physical and digital files.
- Improved process efficiency with routine audits of record databases, identifying discrepancies, and taking corrective actions as needed.
- Collaborated with cross-functional teams to ensure seamless records management and compliance with policies.
- Streamlined office operations through efficient handling of records requests, retrieval, and distribution.
- Implemented electronic document management system upgrades as needed, adapting to new software tools and maintaining a current skill set for optimal performance.
- Coordinated interdepartmental collaboration for record sharing when necessary, ensuring smooth workflow across all teams involved in projects requiring document access or input from other departments.
- Accelerated response times for critical information needs by implementing an effective filing system.
- Participated actively in continuous improvement initiatives within the organization that led to increased efficiency in recordkeeping practices.
- Facilitated training sessions for new staff members on proper recordkeeping procedures and best practices.
- Boosted team productivity through timely completion of assigned tasks and proactive communication with colleagues.
- Reduced misplaced documents by maintaining a well-organized record storage area.
- Assisted with typing, data entry, and answering incoming calls as required.
- Provided excellent customer care by responding to inquiries and requests for information.
- Maintained accuracy of records by verifying accuracy of data in records.
- Updated records with new information.
- Followed established policies and procedures to maintain compliance with regulations.
- Followed confidentially regulations to maintain privacy.
- Transferred inactive records to storage to free up space and preserve history.
- Created and maintained electronic filing system for quick and easy retrieval of records.
- Assisted with record management system implementation and maintenance to streamline operations.
- Generated reports from database systems to track records.
- Sorted all paperwork and documents alphabetically and according to dates and significance.
- Provided training to new records clerks to improve knowledge and skills.
- Developed efficient filing system to retrieve records quickly.
- Compiled, sorted and filed high volume of documents.
- Added and updated records with current materials.
- Operated office equipment to scan and copy documents.
- Retrieved file information and made copies for authorized users.
- Followed up with staff and customers by phone and email regarding missing or needed information and compiled retrieved information into files.
- Cleaned up files regularly by removing outdated information for archival or disposal.
Customer Care
Lesley University
08.2004 - 07.2005
- Processed all incoming and outgoing transcripts
- Answered student inquiries over the phone and in person at the Customer Care Desk
- Registration of students
- Data entry in Colleague database
- Assisted students with Web Registration, Lesley Online, and the My Lesley system
- Delivered exceptional customer care through prompt responses to inquiries via phone calls or emails.
- Served as a reliable resource for junior staff members, offering guidance on best practices, policies, and procedures within the Customer Care department.
- Served as a liaison between the customer care team and other departments within the organization, promoting clear communication and fostering collaborative problem-solving efforts when needed.
- Managed high call volumes while maintaining excellent quality of service, contributing to the company''s reputation for outstanding customer care.
Work Study Program
Lesley University
09.2002 - 08.2004
- Filed and found student files
- Data entry
- Requested files, updated Admission request lists
- Answered phone calls from students
- Mailings
- Oversaw graduating files
- Variety of office duties
Parental Liaison Assistant
Somerville Community Schools
09.2001 - 09.2002
- Coordinated and participated in monthly parent liaison training sessions
- Monitored the students and teachers in the After School Program
- Planned and prepared all family night activities
- Distributed parent education materials to parents, teachers, and volunteers
- Scheduled meetings between parents, teachers, and volunteers
- Secured input from parents, teachers, staff, and volunteers on program planning, implementation, and evaluation of campus needs
- Answered all incoming calls
- Maintained all student records Produced and distributed bulk mailings
Education
Bachelor of Science - Human Services
Lesley University
Cambridge, MA High School Diploma -
Somerville High School
Somerville, MA Skills
- Proficient with Microsoft Word, Microsoft Office, Microsoft Excel, Microsoft Teams & Zoom
- Experienced in using various databases Colleague and ParishSOFT, Mymack, Canva, EMS, Rise, Cognos Gmail, Google Spreadsheets and Google Drive
- Skilled in using the Internet and numerous E-Mail providers
- Excellent communication, writing, and interpersonal skills
- Customer service
- Data entry
- Office administration
- Administrative support
- Microsoft Word
- Computer skills
Timeline
Administrative Assistant-Chemistry, Biology, Physics, Math and Shared Instrumentation & Research Facility (SIRF)
Merrimack College
11.2021 - Current
Student Care Team Case Manager
Harvard University (School of Law)
09.2021 - 11.2021
Parish Secretary
St. Florence Parish
08.2020 - 03.2021
Records Assistant
Lesley University
07.2005 - 06.2007
Customer Care
Lesley University
08.2004 - 07.2005
Work Study Program
Lesley University
09.2002 - 08.2004
Parental Liaison Assistant
Somerville Community Schools
09.2001 - 09.2002
Bachelor of Science - Human Services
Lesley University
High School Diploma -
Somerville High School
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