Gricelda Rubio
CHICAGO
Summary
Dynamic administrative professional with a proven track record at Our Lady of the Holy Family Parish, excelling in office operations management and customer service excellence. Skilled in document management and communication strategies, I enhanced productivity and fostered community engagement through innovative solutions and effective team collaboration.
Diligent Administrative Assistant with proven track record in managing office operations and providing comprehensive administrative support. Demonstrated ability in streamlining office processes and aiding in project coordination. Known for effective communication and multitasking skills.
Overview
25
25
years of professional experience
Work History
Administrative Assistant
Our Lady of the Holy Family Parish
11.2019 - Current
- Streamlined office operations by organizing schedules, meetings, and parish events to enhance productivity.
- Managed correspondence and communication with parishioners to ensure timely responses and service delivery.
- Developed and maintained parish filing systems for confidential documents, improving information retrieval efficiency.
- Coordinated volunteer activities and training sessions, fostering community engagement and participation.
- Implemented digital tools for scheduling and communication, increasing workflow efficiency across departments.
- Mentored new administrative staff on office protocols and software applications to enhance team performance.
- Answered multi-line phone system, routing calls, delivering messages to staff and greeting visitors.
- Maintained confidentiality of sensitive information by adhering to strict privacy policies and implementing secure filing systems.
- Delivered excellent customer service through prompt responses to client inquiries, addressing concerns effectively, and building strong relationships.
- Ensured accurate record-keeping with diligent data entry and database management for vital company information.
- Improved document organization with thorough file maintenance, archiving outdated records as necessary for efficient retrieval when needed.
- Coordinated monthly Baptismal Preparation Courses.
- Scheduled Sacramental Celebrations, baptisms, Marriages, funerals, first communions, and confirmations.
- Supported executive staff through scheduling meetings, coordinating travel arrangements, and preparing crucial documents.
- Optimized calendar management for executives by scheduling appointments strategically while considering priorities and minimizing conflicts.
- Collaborated on special projects as assigned by leadership, contributing research findings or coordinating event logistics as needed for success.
- Streamlined invoice processing procedures to ensure timely payment of vendors / customers while minimizing errors in financial records.
- Maintained inventory of office supplies and placed orders.
- Streamlined office operations, implementing digital file management systems to reduce paper use and increase efficiency.
- Enhanced office environment, organizing spaces for better workflow and employee comfort.
- Maintained confidentiality of sensitive information, adhering strictly to data protection regulations.
- Enhanced communication within office, establishing weekly newsletter summarizing key updates and achievements.
- Improved document processing speed by introducing automated templates for routine correspondence.
- Contributed to policy updates, researching regulations to ensure company compliance.
- Addressed IT issues by coordinating with tech support, minimizing downtime and maintaining operational efficiency.
- Managed filing system, entered data and completed other clerical tasks.
- Managed phone and email correspondence and handled incoming and outgoing mail and faxes.
- Assisted coworkers and staff members with special tasks on daily basis.
- Managed paper and electronic filing systems by routing various documents, taking messages and managing incoming and outgoing mail.
- Built and maintained excellent customer relationships through timely response to inquiries and going above and beyond to accommodate unusual requests.
- Continually sought methods for improving daily operations, communications with clients, recordkeeping, and data entry for increased efficiency.
- Volunteered to help with special projects with different ministries of varying degrees of complexity.
- Liaised between parishioners and parish staff and maintained effective lines of communication.
Administrative Clerk
Chicago Bilingual Nurse Consortium
06.2018 - 01.2020
- Managed scheduling and coordination of appointments for bilingual nursing services.
- Streamlined document management processes to enhance operational efficiency.
- Assisted in maintaining accurate student records and documentation.
- Implemented filing systems to improve accessibility of information for staff.
- Developed communication materials to support outreach and education initiatives.
- Entered data into system and updated customer contacts with information to keep records current.
- Safeguarded sensitive information by maintaining strict confidentiality protocols when handling personnel files or company documentation.
- Input data and processed system change to generate accurate reports.
- Communicated with students via phone and email to confirm respond to inquiries.
- Increased customer satisfaction with prompt and courteous service while addressing inquiries and concerns.
- Coordinated and maintained impressive office organization to keep facilities efficient, organized, and professional.
- Managed daily mail distribution for both internal employees and external customers or clients.
- Enhanced office productivity by managing incoming calls, emails, and appointments for staff members.
- Enhanced office efficiency by streamlining filing systems, ensuring quick and accurate retrieval of documents.
- Coordinated meeting schedules for management, facilitating smooth operation and effective communication.
- Supported HR functions, participated in recruitment process by scheduling interviews and organizing applicant information.
- Input data into spreadsheets and databases.
- Created and maintained detailed records of all office activities.
Knowledge Operations Manager
United States Air Force, USAF
06.2000 - 02.2015
- Led initiatives to enhance knowledge management processes, improving team collaboration and information sharing.
- Developed training materials for onboarding, ensuring new staff understood operational protocols and knowledge systems.
- Analyzed user feedback to refine knowledge databases, increasing accuracy and user satisfaction with resources.
- Coordinated cross-departmental meetings to align goals and share best practices in knowledge operations.
- Enhanced team efficiency through cross-training initiatives and process improvements.
- Increased employee engagement through the creation of knowledge-sharing forums, fostering a collaborative work environment.
- Promoted a culture of continuous learning by organizing regular workshops, seminars, and training sessions for staff members.
- Handled problematic customers and clients to assist lower-level employees and maintain excellent customer service.
- Tracked employee attendance and punctuality, addressing repeat problems quickly to prevent long-term habits.
- Observed each trainee's individual strengths and initiated mentoring program to improve areas of weakness.
- Reported issues to higher management with great detail.
- Managed multiple projects simultaneously, delivering high-quality results within tight deadlines.
- Mentored over 20 junior team members at a time, providing guidance and support in their professional development journey.
Education
High School Diploma -
Hubbard Highschool
Chicago, Il Skills
- Office operations management
- Scheduling coordination
- Document management
- Customer service excellence
- Confidentiality compliance
- Communication strategies
- Customer service
- Microsoft Word
- Microsoft Excel
- Computer proficiency
Languages
Spanish
Native or Bilingual
Timeline
Administrative Assistant
Our Lady of the Holy Family Parish
11.2019 - Current
Administrative Clerk
Chicago Bilingual Nurse Consortium
06.2018 - 01.2020
Knowledge Operations Manager
United States Air Force, USAF
06.2000 - 02.2015
High School Diploma -
Hubbard Highschool