Carmen M. Ortiz
Brockton
Summary
Experienced administrative professional with strong track record in managing office operations, streamlining processes, and supporting executive teams. Known for exceptional organizational skills, adaptability, and fostering collaborative work environment. Adept at handling schedules, coordinating training/meetings, and ensuring smooth communication across departments. Reliable and focused on achieving results.
Overview
29
29
years of professional experience
Work History
Senior Administrative Coordinator
Boston University, University Service Center / First Point
01.2007 - 08.2025
- Assisted 4 Directors and Associate Vice President of Enrolment with status and retention of students records.
- Typed and emailed confirmation letters of Withdrawals and Leaves of absence.
- To Associated Directors, assigned, processed decisions of Exceptions to tuition refunds from students, logged to Excel spreadsheet.
- Typed, logged and filed, emailed Judicial letters to students.
- Cashier, responsible for Departmental credit card, Allocations, logging of budget.
- Streamlined communication among departments using Teams.
- Maintained filing systems, improving document retrieval speed and accuracy.
- Trained new staff on office procedures, fostering a collaborative and knowledgeable work environment.
- Oversaw inventory management, ensuring availability of essential supplies while minimizing costs.
- Supported executive-level staff with calendar management, Departmental trainings, meeting preparations, and correspondence handling.
- Ensured timely completion of projects through effective deadline tracking and consistent follow-up on pending tasks.
- Fostered a positive work atmosphere with strong interpersonal skills, empathetic listening, and proactive support for colleagues in their daily tasks.
- Managed sensitive information, HIPPA, while maintaining organized records for easy access when needed.
- Assisted in the recruitment process by reviewing resumes, scheduling interviews,
- Maintained a professional office environment by overseeing facility maintenance, equipment upkeep, and supply inventory management.
- Enhanced team productivity by coordinating schedules, meetings, and travel arrangements for multiple staff members.
- Kept high average of performance evaluations.
- Answered phone calls and responded to inquiries from students, parent, vendors and other external contacts.
- Facilitated smooth day-to-day operations by anticipating needs, proactively addressing potential issues, and efficiently resolving problems as they arose.
Scheduler/Patient Care Secretary
Beacon Hospice
01.2006 - 05.2007
- Established the working schedule of each HHA in Sun Coast computer frequency.
- Reviewed time schedule to accommodate plan of care system.
- Coordinated master schedule to accommodate the plan of care frequency.
- Reviewed time sheet and visit notes to confirm schedule plan. Communicated with patients, families and staff of the daily schedule and or changes.
- Maintained daily patient list and activity report for staff. Generated and maintained active daily census.
Team Coordinator for Visiting Nurses
South Shore Hospital
06.2004 - 12.2005
- Processed Patients admissions, recertification and discharges daily from 15 nurses on Oasis computer program.
- Responsible for generating and maintained weekly patient census.
- Processed nurse’s time sheets for payroll. Confirmed and communicated with patients and families of nurse visits.
- Ordered medical supplies for nurses. Coordinated in-service trainings and meetings for nurses and directors. General office duties.
Loan Agent Assistant
Washington Mutual
01.2003 - 12.2003
- Responsible for following through the completion of home loans and mortgages. Locking customers with rates. Contacting attorneys regarding home inspections and insurances. Processed documents for loans such as proof of income and other qualifications for loan. Daily log of customer’s progression with loans and mortgages. Coordinated with customer and agent, meetings and notarized at Closings.
Team Leader/Supervisor in Filing Dept.
ABC/Clearsky
09.2000 - 08.2002
- Obtained notarization to process checks for stacks and trading. Supervised staff of 4 to 6 in the filing department. Trained employees on Clearsky computer program. Responsible for pulling out files to be audited, the back accordingly. Attended and maintained weekly reports for Team meeting. Generated labels on computer, numbered and color coordinated, setting up files for new clients. Data entry and general office duties.
Research Analyst
Boston Police Department
06.1996 - 05.1999
- Responsible for obtaining crime data for weekly, quarterly and yearly reports on computer. Collected daily police schedules form Boston district police stations then entered data. Helped to generated reports for monthly Captains meeting’s. Department responsible for keeping track of Crimes Stats for Police Commissioners press Conferences. Trained to retrieved and have access to the public’s police records.
Education
High School Diploma -
Cathedral High
Boston, MASkills
- Bilingual, speak, translate Spanish to English
- Proficient in Word, Micro Soft Office, Excel
- Data entry, General knowledge of computers
- Maintaining office records
- Time management
- Scheduling appointments
- Office inventory management
- Filing
- Phone and email etiquette
Languages
Spanish
Timeline
Senior Administrative Coordinator
Boston University, University Service Center / First Point
01.2007 - 08.2025
Scheduler/Patient Care Secretary
Beacon Hospice
01.2006 - 05.2007
Team Coordinator for Visiting Nurses
South Shore Hospital
06.2004 - 12.2005
Loan Agent Assistant
Washington Mutual
01.2003 - 12.2003
Team Leader/Supervisor in Filing Dept.
ABC/Clearsky
09.2000 - 08.2002
Research Analyst
Boston Police Department
06.1996 - 05.1999
High School Diploma -
Cathedral High