Charlene Allen Email & Phone Number

Ascension Saint Alexius Medical Center

• Coordinate all vendor Contracts. This includes renewing expiring contracts with vendors before their expiration dates, making sure all pertinent information is in each contract, and submitting contracts in our SmartSheet system. This requires managing the entire projects step by step to completion• Creating, monitoring and maintaining all POs and Quotes• Maintaining and monitoring invoices for payment• Creating and maintaining expense reports• Retaining electronic filing system• Run monthly, quarterly, semi-annual and annual reports• Provide meeting and calendar support along with coordinating all meeting documentation• Project Management – Creating projects in eBuilder and tracking documentation for signatures and follow-up• Data Entry and project monitoring• Creating and maintaining all capital projects overview for Illinois. This allows upper management to quickly ascertain project budgetary status

1555 Barrington Road, Hoffman Estates, Il

Successfully developed and implemented a process tracking costs and cost centers for each marketing project in order to maintain budgetary propriety.• Manage complex calendar management with focus on proper allocation of executive’s availability• Screen emails and calls and initiate actions to respond or direct messages for entire team• Function as liaison between Executive Management Team, staff, customers and vendors• Prepare meeting agendas and briefing papers for the executive team• Work with senior management to initiate new projects and assist in various processes• Process travel expenses and reimbursements for VP’s and staff• Create and maintain budgets and filing systems• Keep physical files and digitized records organized for easy updating and retrieval by authorized members• Manage external contacts for VP’s and keep track of periodic communication needed for priority contacts• Create and process PO’s for entire Pediatric Service Line• Contracts Management in MediTract• Prepare, audit and approve timesheets• Prepare and code expenses from different cost centers• Organize and maintain personnel records• Coordinate new hire set-up and on-boarding

Lakemoor, Il

• Prepare correspondence, reports and contracts• Prepare and code expenses• Create and mail invoices to customers• Maintain filing system for invoices and customer contracts• Answer phones and respond to voicemails

Mchenry, Il

Full administrative support for CIO, his VP’s and Directors. Also maintained support for PMO Office. Duties included but not limited to:• Managed critical coordination of CIO’s business and personal schedule• Organized meetings, events and conference calls for CIO including agenda’s and assembled materials for reports and presentations• Managed domestic travel arrangements, prepared and disseminated itineraries and account reconciliation• Prepared correspondence, reports, presentations and memos• Reviewed CIO’s emails for time sensitive information and delegated to proper manager for action• Functioned as liaison between management, staff and customers• Coordinated and tracked CIO’s assigned projects to VP’s, Directors and staff• Monitored, conveyed and responded to calls and voicemails• Prepared, audited and approved timesheets• Prepared and coded expenses• Organized and maintained personnel records • Created and maintained organizational charts• Implemented existing employee changes to their Oracle rights in the Oracle System, as well as added new employees and removed employees• Coordinated new hire set up and on-boarding• Managed all areas of office management and reception scheduling• Administered administrative support for all other departments as needed as well as availed time to assist with company functions and client events that fell outside the normal business hours• Organized meetings for PMO Director including agenda’s and assembled materials for reports and presentations• Compiled and organized bi-weekly project status decks • Sent and tracked project request forms• Sent and tracked project charters• Conducted relative benefits interviews and compiled responses for each project• Scheduled project kick-off meetings and weekly project meetings

Palatine, Il

Full administrative support to two Presidents / Owners. Duties included but not limited to:• Managed running day-to-day business office for two handyman franchises• Coordinated, tracked and maintained detailed schedule of all Craftsmen and Estimators• Implemented and maintained payroll, accounts payable, accounts receivable and employee expenses• Published and coordinated monthly status and metrics reports for Presidents / Owners and Corporate• Handled extensive telephone and service calls for potential and current customers

Schaumburg, Il

Successfully developed and implemented a process for tracking all travel costs for budgetary purposes. This helped the VP’s organization stay way below the budgetary costs for all travel categories, i.e., Airfare, Hotel Charges, Meals, etc.Full Executive Assistant to VP and three Directors. Duties included but not limited to:• Managed critical coordination of VP’s business and personal schedule• Reviewed VP’s emails for time sensitive information and delegated to proper manager for action• Functioned as liaison between management, staff and customers• Coordinated and tracked VP’s assigned projects to Directors and staff• Monitored, conveyed and responded to calls and voicemails• Prepared, audited and approved timesheets• Prepared and coded expenses• Prepared correspondence, reports, presentations and memos• Managed all domestic and international travel arrangements, prepared and disseminated itineraries and account reconciliation• Organized and maintained personnel records• Organized and maintained confidential corporate, customer and personnel information• Coordinated new hire set up and on-boarding• Administered administrative support for all other departments as needed as well as availed time to assist with company functions and client events that fell outside the normal business hours