Anthony Vasquez
Pasadena
Summary
Senior Administrative Coordinator with expertise in managing complex schedules and budgets. Specializes in grant administration and project coordination, utilizing strong organizational skills to optimize lab operations. Committed to fostering teamwork and ensuring accurate record-keeping in fast-paced environments.
Overview
5
5
years of professional experience
Work History
Senior Administrative Coordinator
California Institute of Technology
01.2024 - Current
- Administrative Coordinator for Dr. Mitchell Guttman, Professor, Division of Biology and Biological Engineering and Robertson Investigator, New York Stem Cell Foundation. The Senior Administrative Coordinator supports the high-level administrative business and operational needs of the Guttman Lab.
- Performed research on diverse topics directed by Dr. Guttman.
- Assisted Dr. Guttman and grant manager in preparing administrative portions of grant proposals, ensuring alignment with project goals and compliance standards.
- Handle sensitive information with discretion and maintain confidentiality at all times.
- Independently inform staff of outstanding work; maintain good communication of pending issues with faculty, postdocs, students, and staff.
- Serve as the liaison and primary point of contact for the Guttman Lab.
- Manage faculty member's calendar and coordinate all virtual and in-person meetings for faculty and lab members.
- Assist Dr. Guttman in managing email inquiries, helping to triage messages and draft responses.
- Arrange all logistical aspects of domestic and international travel for faculty, lab members, and invited guest on behalf of faculty.
- Track all lab expenses, including each lab member's individual project budgets, against the lab's total budget.
- Procurement of materials and services including acquisition of capital equipment; cultivate vendor relationships and request and manage quotes.
- Developed and managed templates and protocols for submission and collection of monthly project updates and weekly lab meeting materials from all lab members, facilitating effective communication and documentation for lab leadership.
- Liaison for the UCLA-Caltech Medical Scientist Training Program (MD-PhD program), of which Dr. Guttman is the Associate Director.
- Facilitate the on-boarding and off-boarding of lab members, SURF students, and Visiting Student Researchers.
- Process Independent Contractor Service Agreements; function as liaison between Independent Contractors and the lab; process payment to Individual Contractors.
- Software account management for the lab including, but not limited to, Caltech's HPCC, the Guttman Lab's Adobe Team account, Slack, and academic journal subscriptions.
- Planned and organized small and large-scale social events for the lab, coordinating catering and venue reservations to foster team cohesion and engagement.
Associate Administrative Coordinator
California Institute of Technology
08.2023 - 01.2024
- Administrative Coordinator for Dr. Mitchell Guttman, Professor, Division of Biology and Biological Engineering and Robertson Investigator, New York Stem Cell Foundation. The Associate Administrative Coordinator is a unique role created by the Division in conjunction with Dr. Guttman to meet the high-level administrative business and operational needs of the Guttman Lab.
- Reconciled expense and travel reports for faculty and lab members, ensuring accuracy and timely processing.
- Process reimbursements from academic institutions and industry organizations following travel related to seminars and invited speaker events.
- Resolved routine inquiries and minor problems independently, enhancing communication flow and support within the lab.
- Work closely with Sr. Research Scientists and Scientific Consultants to monitor deadlines for grants, fellowships, and other time-sensitive projects to ensure timely submissions utilizing the insights and experience gained from working in Development for BBE at Caltech.
- Coordinated with laboratory technicians to monitor and track lab material inventory, facilitating resource availability for ongoing projects.
- Edited and submitted letters of recommendation for faculty.
Development Assistant
California Institute of Technology
04.2023 - 08.2023
- Assistant to the Senior Director of Development for the Division of Biology and Biological Engineering, Advancement and Alumni Relations at Caltech.
- Work closely with Sr. Research Scientists and Scientific Consultants to monitor deadlines for grants, fellowships, and other time-sensitive projects to ensure timely submissions utilizing the insights and experience gained from working in Development for BBE at Caltech.
- Provided essential operational support to the Division of Biology and Biological Engineering, facilitating smooth departmental processes.
- Composed, edited, proofread, researched, and compiled letters and special reports while performing miscellaneous clerical duties.
- Ensured timely submission of letters of recommendation to support applicants.
- Answered routine inquiries and resolved minor complaints independently.
- Utilized various computer systems and productivity tools to address lab needs, researching and implementing new tools to enhance operational efficiency.
- Process reimbursements from academic institutions and industry organizations following travel related to seminars and invited speaker events.
Administrative Assistant
California Institute of Technology
11.2022 - 04.2023
- Administrative Assistant for Caltech's Division of Biology and Biological Engineering supporting five faculty members, Caltech Temporary.
- Maintain entity and prospect data within Ellucian CMR Advance, Caltech's donor database, including gifts and pledges, demographics, stage movements, and donor event reports.
- Complete gift agreements, contact and endowment reports, and manage gift proposals through all stages of the proposal process.
- Perform advance data pulls including Fundraising and Executive Summaries of DO activity, and gift award report requests from Advance, Tableau, and MichelangeloPro; utilize Excel to graphically represent data while maintaining full confidentiality.
- Liaised with ADR, OFR, OGP, PGO, and VP staff to process accounting and allocation dependencies, ensuring accurate gift coding to allocations and PTAs.
- Drafted and edited donor reports while providing writing and editing support for department literature.
- Organized logistics for BBE Chair's Council meetings and donor visits, ensuring smooth execution of both virtual and in-person gatherings.
Administrative Business Coordinator
University of Southern California
04.2022 - 11.2022
- Administrative coordinator for the Department of Cardiothoracic Surgery, Keck School of Medicine of USC, and the Division Chief of Cardiothoracic Surgery, Per Diem appointment.
- Manage faculty calendars and commitments; serve as a liaison and primary point of contact, coordinate virtual and in person meetings, and arrange domestic and international travel.
- Reconcile and process expense reports; procure goods and services for their offices and laboratories.
- Edit PhD students' theses and abstracts in preparation of defense sessions and revise the language and formatting of the Division's Emergency Action Plan.
- Assist in faculty and division meetings by troubleshooting the AV for the Polycom and Crestron conference systems.
Assistant High School Manager
Bright Prospect
11.2021 - 04.2022
- Assistant Manager for Bright Prospect, a nonprofit college access program contracted with the Pomona Unified School District.
- Collaborated with Pomona Unified School District to enhance college access for students
- Expertly served as the Administrative Business Coordinator for seven of the nation's most accomplished and internationally recognized heart surgeons.
- Supported USC's Division Chief of Heart Surgery with comprehensive administrative tasks, ensuring smooth operations and effective communication.
- Drafted and managed the call schedule for the Department of Cardiothoracic Surgery.
- Proficiently processed medical billing, business expense reports, and reimbursements.
- Facilitated communication for USC with domestic and international partners, strengthening collaborative relationships.
- Coordinated development of Department's newsletter and crafted content for patient education section of Cardiovascular Institute's website to enhance community engagement.
- Accurately contributed years of academic training and professional writing/editing experience: drafted professional letters, emails, curriculum vitae, and provided editing to a variety of documents.
Executive Assistant
Advanced Community Medical Care Corporation
02.2021 - 01.2022
- Executive Assistant to Randall Whitaker Maxey MD, Ph.D., President of the ACMCC, President of Biometrics Corporation, President and Founder of the Black Health Trust, former President of the National Medical Association.
- Developed and implemented high school programming for 300-400 underprivileged students, enhancing persistence, engagement, and graduation rates.
- Represented organization to school personnel, professional organizations, educators, sponsors, volunteers, and students, fostering collaboration and support.
Education
Bachelor of Arts - English, Philosophy
University of California, Los Angeles
Associate of Arts Degree - English
Fullerton College
Skills
- Project coordination
- Schedule management
- Travel coordination
- Appointment scheduling
- Meeting organization
- Funding management
- Expense management
- Supplier coordination
- Precise record-keeping
- Advanced organizational skills
- Time management skills
- Data driven
- Strong research skills
- Excellent verbal communication
- Excellent written communication
- Professional communication
- Collaborative abilities
- Innovative critical thinking
- Problem solving
- Solution-oriented
- Forward-thinking
- Strong computer technology skills
- Attention to detail
- Superior work ethic
- Meeting organization
- Professional communication
Timeline
Senior Administrative Coordinator
California Institute of Technology
01.2024 - Current
Associate Administrative Coordinator
California Institute of Technology
08.2023 - 01.2024
Development Assistant
California Institute of Technology
04.2023 - 08.2023
Administrative Assistant
California Institute of Technology
11.2022 - 04.2023
Administrative Business Coordinator
University of Southern California
04.2022 - 11.2022
Assistant High School Manager
Bright Prospect
11.2021 - 04.2022
Executive Assistant
Advanced Community Medical Care Corporation
02.2021 - 01.2022
Bachelor of Arts - English, Philosophy
University of California, Los Angeles
Associate of Arts Degree - English
Fullerton College