Alia Hassan
Surrey,BC
Summary
Knowledgeable Administrative Assistant successful at working in both team-based and self-directed capacities. Driven to maintain smooth operations through knowledgeable and skilled support. Experienced individual providing high-quality administrative support to various departments. Highly organized and detail-oriented with great multitasking and task prioritization skills. Experienced in using variety of software applications and calendar management. Excellent communication and interpersonal skills. Results-driven candidate with successful track record of providing administrative support in busy office environments. Adept at handling multiple projects and prioritizing tasks.
Overview
20
20
years of professional experience
Work History
Program Assistant
DIVERSEcity Community Resource
07.2022 - Current
- Assisted with planning and coordinating day-to-day and special educational program activities.
- Managed both digital and physical filing systems and retrieved student registration documents as required.
- Managed data and correspondence to secure information across complex landscapes of organizational departments.
- Created and updated student records and files to maintain document compliance.
- Conducted research and analyzed data to inform program decisions.
- Coordinated and communicated with external stakeholders to support program objectives.
- Delivered top-notch administrative support to office staff, promoting excellence in office operations.
Confidential Assistant to Director, Business Technology
Translink
10.2018 - Current
- Provide administrative support to Director by managing calendar, emails and other urgent and confidential requests
- Work with project teams to ensure report deadlines are met
- Plan and facilitate meetings and progress meetings
- Draft, edit, update and finalize a variety of documents with input from Director and project leads including email correspondence
- Coordinate space planning and office moves for Department to new locations
- Track budget for projects and department cost center, including coordinating purchase orders, processing invoices and other procurement processes
- Manage purchasing for project needs and department needs
- Attend project related meetings, track lists and other related data
- Create/Upkeep electronic files on shared networks
- Assisted with onboarding newly hired staff members and coached on task prioritization.
- Scheduled and facilitated meetings between project stakeholders to discuss deliverables, schedules and conflicts.
- Worked with senior management to initiate new projects and assist in various processes.
- Handled logistics, catering, agendas and travel arrangements for meeting and event planning for board of directors, president and executive vice president.
- Created and managed office systems to efficiently deal with documentation.
- Supervised multiple projects from project start through delivery by prioritizing needs and delegating assignments.
- Managed competing demands and professionally adapted to frequent change, delays and unexpected events.
- Tracked hours and expenses to keep project on task and within budgetary parameters.
Project Coordinator, BC Hip Fracture Redesign Project
University of British Columbia
03.2015 - 03.2019
- Provide research and project-oriented coordination related to local quality improvement initiatives in 28 hospital sites
- Work with research team, executive teams and collaborators to design, monitor and update work plans and manuals
- Plan and facilitate research meetings and progress meetings with project stakeholders
- Draft, edit, update and finalize a variety of documents with input from project leads including correspondence, progress reports and presentation materials and minutes
- Oversee budget, contract and grant reconciliation to ensure project proceeds on budget
- Manage purchasing for project needs and accounting for project including claims and payment processing along with tracking expenditure
- Write and edit content for the hip fracture web page and advise Communications Manager regarding necessary updates.
- Tracked hours and expenses to keep project on task and within budgetary parameters.
- Coordinated venue and catering arrangements, speaker and attendee liaison and material distribution for meetings and events.
Administrative Assistant to Director of Surgical Services & National Surgical Quality Improvement Program
Fraser Health Authority
04.2012 - 03.2015
- Coordinated calendars for Director and NSQIP Program
- Scheduled and coordinated conferences and other engagements
- Created and distributed agendas and minutes for various meetings
- Designed and developed format for data assembly analysis and presentation
- Worked with managers and project teams to ensure internal project audits points were managed and tracked
- Maintained accurate and complete documentation network paperwork, and documentation for all department interactions
- Handled all aspects for requisitions for payment and expense claims for department/cost centre
- Processed payroll/mileage for staff in department
- Coordinated and managed intranet web pages and SharePoint web sites.
Senior Administrative Assistant to Head of Division of General Surgery, Department of Surgery-VGH & UBC Hospital
University of British Columbia
09.2007 - 04.2012
- Created and managed faculty aspect of call schedules for 16 General Surgeons at VGH and UBC Hospital
- Created and oversaw OR schedule for surgeons at VGH & UBC
- Coordinated educational rounds for visiting professors, faculty & residents city wide as well as province wide
- Coordinated and created clinical rotation schedules for medical students
- Managed and oversaw meeting/conference/retreats, room bookings, & catering
- Developed and created programs for yearly Divisional retreat
- Developed and distributed agendas, minutes and dictations
- Reported faculty teaching hours, prepared clinical faculty payment
- Created cheque requisitions, vouchers and PO, processed monthly financial statements
- Managed accounts payable and receivables
- Used MS Word, Excel, PowerPoint and Outlook daily in an advance manner.
Education
Project Management for Beginners -
PMI Institute
Fundamentals of Project Management 101 -
University of British Columbia
Administrative Assistant Diploma -
Sprott Shaw Community College
Skills
- Flexible and Adaptable
- Workload Management
- Project Coordination
- Expense Reporting
- Administrative Support
- Business Administration
- Office Management
- Customer Service
Accomplishments
Building Effective Work Partnerships
Emotional Intelligence
Communicating with Confidence
Lean 101
Languages
English
Native or Bilingual
Hindi
Native or Bilingual
Timeline
Program Assistant
DIVERSEcity Community Resource
07.2022 - Current
Confidential Assistant to Director, Business Technology
Translink
10.2018 - Current
Project Coordinator, BC Hip Fracture Redesign Project
University of British Columbia
03.2015 - 03.2019
Administrative Assistant to Director of Surgical Services & National Surgical Quality Improvement Program
Fraser Health Authority
04.2012 - 03.2015
Senior Administrative Assistant to Head of Division of General Surgery, Department of Surgery-VGH & UBC Hospital
University of British Columbia
09.2007 - 04.2012
Project Management for Beginners -
PMI Institute
Fundamentals of Project Management 101 -
University of British Columbia
Administrative Assistant Diploma -
Sprott Shaw Community College
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