MELISSA PECK
Surrey,B.C.
Summary
Dedicated administrative professional with extensive industry experience seeking a full-time position within UBC Faculty of Medicine. Maintains a professional appearance and demeanor, consistently delivering high-quality work. Recognized for dependability and quick-learning abilities, excelling as a team player. Possesses effective communication and organization skills.
Overview
21
21
years of professional experience
1
1
Certification
Work History
Head Secretary I
SD36 - Surrey School District
02.2023 - Current
- Responsible for preparing District and Ministry reports related to courses, course codes, and graduation requirements
- Properly registering and withdrawing students leaving the school to ensure accurate data is provided to the Planning Division
- Collects payments for various school activities, issues receipts and makes bank deposits
- Prepares, reconciles and balances a variety of in-school based accounts and District accounts
- Maintains, records and updates budget account expenditures and balances
- Provides Administrative Officer with information and assists with planning the budget
- Coordinates and participates in the work of support staff and monitors the progress and problems of daily work flow while establishing plans to complete and solve them
- Compiles office and district reports, forms and data
- Acts as secretary to administrator; makes and cancels appointments, arranges meetings, processes confidential material, implements new or improved office methods and procedures.
- Enhanced office efficiency by streamlining processes and implementing new organizational systems.
- Provided exceptional customer service by greeting visitors warmly and directing them to appropriate personnel or resources as needed.
- Assisted in budget development for the administrative department, tracking expenses closely throughout the fiscal year.
- Handled sensitive information with discretion, contributing to a secure and confidential work environment.
- Oversaw daily operations in the office, effectively managing resources and personnel for optimal productivity.
- Maintained daily report documents, memos and invoices.
- Entered data into system and updated student contacts with information to keep records current.
- Managed filing system, entered data and completed other clerical tasks.
- Managed phone and email correspondence and handled incoming and outgoing mail and faxes.
- Established administrative work procedures to track staff's daily tasks.
Clerk-Typist I
SD36 - Surrey School District
08.2022 - 02.2023
- Assists with field trip arrangements including bookings and transportation
- Responsible for the day-to-day administrative and operational running of the school office
- Classifies documentation pursuant to the district's Records Classification System
- Maintains student files and organizes records for archival storage at the Records Centre
- Processes new registrations, withdrawals, transfers, attendance, and suspensions
- Answers telephones, routes calls, receives and relays messages, and responds to routine enquiries
- Attends to students, parents, and other visitors, answering queries and providing information and directions as needed
- Checks visitors, students signing in/out and lateness registers
- Attends to sick students and minor first-aid cases and administers pre-approved medication to students
- Receives, classifies and distributes mail and courier documentation; assists in filing and retrieval of records
- Orders and maintains office and medical room supplies.
Student Affairs Coordinator I
UBC - Faculty of Medicine, Student Affairs Department
11.2019 - 06.2022
- Responsible for responding to student needs and provides advice to students on a wide variety of issues
- Identifies and communicates important student concerns to the Assistant Dean, Student Affairs
- Develops, delivers, and facilitates student support systems and communication networks for medical students
- Responsible for streamlining and improving flow of important student and service information; monitoring and coordinating systems and processes for supporting students
- Manages all duties related to the Student Affairs orientations and graduation hooding ceremony
- Advises students on acquiring housing and advocates for housing needs of students
- First point of contact for students in financial need
- Writes letters of support / good standing for student scholarships, awards, and electives
- Manages the Mentor Program for students
- Responsible for working with students on event planning and projects
- Provides approvals on student support and travel needs
- Organizes and delivers team meetings, events via Zoom
- Researches, develops, and writes information booklets for students
- Coordinates the Career Planning program
- Provides support for students on leave of absences
- Writes and provides input into monthly reports
- Provides updates/changes to Faculty of Medicine Student Affairs website
- Maintains ongoing awareness of university policies and practices
- Oversees the records management system
- Compiles student data and statistical reports for the Associate Dean, Student Affairs.
- Evaluated program effectiveness through regular assessment and made improvements based on feedback from stakeholders.
Senior Program Assistant, IM Ambulatory Rotation I
UBC - Faculty of Medicine, Internal Medicine Department
04.2018 - 11.2019
- Responsible for the day-to-day administrative and operational running of the UBC Department of Medicine Undergraduate Education Ambulatory Elective program at the Surrey sites
- Responsible for the planning and delivery of the two-week Ambulatory Rotation/Elective
- Includes development of timetables, schedules, recruitment of preceptors, troubleshooting
- Coordinated all Orientation materials for students and meets with the students on the first day of the rotation to provide Fraser Health ID cards, parking vouchers, Meditech passwords
- Assists the Ambulatory Site Lead and Sr
- Education Manager of the UBC Department of Medicine with implementing new policies and procedures
- Responsible for the distribution and tracking of all Ambulatory Evaluation/Assessment forms in one45
- Responsible for collecting and entering all teaching activity data into TTPS for processing teaching payments
- Primary resource for the Internal Medicine Ambulatory Meeting
- Maintaining membership lists, room bookings, minute taking, and distributing all required materials
- Creates and maintains the Policy and Procedures manual
- Primary contact for telephone, in-person and written enquiries with students and faculty.
Year 3 Senior Program Assistant I
UBC - Faculty of Medicine, Dean's Undergraduate Education Office
01.2008 - 01.2011
- Responsible for the day-to-day operational requirements of the Year 3 Medical program
- Responsible for the planning and delivery of Orientation Week
- Organized registration information to students
- Coordinated the master schedule for students
- Assisted the Year 3 Program Manager with implementing new policies and procedures
- Developed the Year 3 VFMP Clinical Group breakdown
- Managed the NBME Exam order process
- Collated marks for student promotions
- Organized and attended Program Assistants Meetings
- Primary resource for the Year 3 Committee Meeting
- Maintained membership lists, booked meeting space, minute taking, and distributed agendas and required materials
- Primary contact for telephone, in person and written enquiries with students and faculty.
Receptionist - Secretary D
UBC - Faculty of Medicine, Dean's Undergraduate Education Office
06.2007 - 01.2008
- Answered and directed incoming telephone calls and enquiries
- Managed database of medical students from years 1-4
- Received all incoming visiting student elective application fees and recorded details in Microsoft Access database
- Managed online credentialing National Board Exams for UBC medical students
- Collected various fees from students for events and materials (memorial service, med ball)
- Ordered office supplies for all staff in Undergrad office
- Managed student mailboxes
- Sorted and opened mail two times daily (UBC and VGH)
- Assisted Program Assistants and Secretarial Staff with overflow work
- Responded to requests for room bookings.
Mortgage Processor/Closer
HSBC Bank
02.2006 - 06.2007
- Responsible for processing and closing mortgages.
Senior Operations Assistant
HSBC Bank
10.2004 - 02.2006
- Performed senior operations duties.
Operations Assistant
HSBC Bank
01.2004 - 10.2004
- Performed operations duties.
Education
High School Diploma -
North Delta Secondary
North Delta, BC06.2001
Skills
- Ability to assess and meet established deadlines and time constraints, despite frequent interruptions
- Flexibility to adapt and respond to changing priorities
- Extensive knowledge and proficiency with various computer software including Adobe, Microsoft Windows, and Microsoft Office Software
- WILAS/HUB/WMS/People Soft/One45/Email/ENTRADA/Client Connect/MEDITECH/TTPS/Qualtrics/KEV Financial Application/MYEDBC
- Committee work; member of United Way and BC Children Hospital Fund Raising Committee
- Excellent multi-tasking and organizational skills
- Eager to learn with a positive outlook towards new challenges
- Quick learning, self-motivated, hard worker, and team player
- Ability to work under minimal supervision and act with a high degree of independent judgment and action on a variety of matters
- Flexible, honest, and reliable
- Friendly and outgoing with excellent written and verbal communication skills
- Detail-oriented with great accuracy abilities
- Typing speed 50-60WPM
Certification
- Microsoft Excel Level 1&2 Course
- Tourism Course; Food Safe Program/Serving it Right Program/Super Host Program
- Respect in Sport - Activity Leader Certificate
- Health and Safety Certificate
References
- Droug Litke, doug.litke@surreyschools.ca, Principal, City Central Learning Centre
- Megan Ottenbreit, ottenbreit_m@surreyschools.ca, Vice Principal, Hazelgrove Elementary
- Dr. Laura Farrell, laura.farrell@ubc.ca, Associate Dean Student Affairs, Faculty of Medicine, Student Affairs Department
- Kathy Standeven, kathy.standeven@ubc.ca, Sr. Education Manager, Faculty of Medicine, VFMP Department of Medicine Office
Volunteer Experience
- Vice President of Hazelgrove Elementary PAC 2018-2022
- Surrey United Soccer team manager 2022
Languages
English
Timeline
Head Secretary I
SD36 - Surrey School District
02.2023 - Current
Clerk-Typist I
SD36 - Surrey School District
08.2022 - 02.2023
Student Affairs Coordinator I
UBC - Faculty of Medicine, Student Affairs Department
11.2019 - 06.2022
Senior Program Assistant, IM Ambulatory Rotation I
UBC - Faculty of Medicine, Internal Medicine Department
04.2018 - 11.2019
Year 3 Senior Program Assistant I
UBC - Faculty of Medicine, Dean's Undergraduate Education Office
01.2008 - 01.2011
Receptionist - Secretary D
UBC - Faculty of Medicine, Dean's Undergraduate Education Office
06.2007 - 01.2008
Mortgage Processor/Closer
HSBC Bank
02.2006 - 06.2007
Senior Operations Assistant
HSBC Bank
10.2004 - 02.2006
Operations Assistant
HSBC Bank
01.2004 - 10.2004
High School Diploma -
North Delta Secondary
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