Gena Thomas Email & Phone Number

Tallahassee, FL, US

FAMU-FSU College Of Engineering

• Assist the Dean & Assistant Dean in managing donor and corporate support operations for the College of Engineering (COE) at both FSU and FAMU.
• Work with the Assistant Director, Budget & Finance with financial oversight and accounting of the scholarship program.
• Collaborate with the Office of Student Affairs, Office of Marketing & Communications, and FSU & FAMU Foundations to promote scholarship opportunities and application deadlines.
• Monitor gift processes and administer scholarship awards, offering recommendations for best practices.
• Guide departmental scholarship committees to ensure compliance with scholarship deadlines and financial oversight of Foundation funds related to the scholarship program.
• Prepare and submit monthly and annual reports to the Dean, Department Chairs, corporate donors, and academic faculty, demonstrating expertise in managing budgets for both FSU and FAMU Foundations.

FAMU-FSU College Of Engineering; Chemical & Biomedical

• Coordinated travel arrangements for faculty, graduate students, visiting guest speakers, and faculty candidates.
• Handled all purchasing for the department using various FSU and FAMU accounts, including contracts and grants (C&G), Foundation, Research Foundation (FSU) and E&G.
• Reconciled purchases, prepared monthly reports, and evaluated and solved problems related to vendor deliveries and payments. Created internal POs for various departmental uses.
• Organized and coordinated departmental events and departmental visitors’ schedules.
• Managed and maintained the department Chair’s calendar, scheduling meetings and appointments.
• Assisted walk-in parents, students, faculty, and staff. Handled key requests, room reservations & any needs.

Building Services/Facilities

• Delegated and supervised work performed by assigned staff, including an Admin Associate, Admin Assistant & work-study employees.
• Compiled monthly reports to the Director and Vice President detailing personnel actions, work orders, and employee training accomplishments. Used data to monitor and ensure quality control.
• Compiled bi-weekly reports for Assistant Directors detailing low leave & LWOP balances, and FMLA frequencies.
• Attended VP’s monthly Communications meetings & provided monthly departmental status reports.
• Maintained responsibility for the department's payroll accuracy, including supervision of leave entry, adjustment processes, and final verification.
• Handled TRAKA issues (access to Key lock box to specific doors) for custodial staff and updated in the Facilities’ AiM software system.

Office Of Business Services (OBS)

• Managed office operations and supervised administrative personnel for the Office of Business Services and assigned work accordingly.
• Oversaw the Associate Vice President’s calendar and assisted in editing reports and presentations.
• Managed courtesy appointments, approved Time and Leave entries in Omni, and maintained confidential data.
• Served as point of contact with vendors and campus partners; liaison between OBS and all other University divisions and departments.
• Collaborated on organizing and designing invitations, secured prizes from various internal and external suppliers, and hosted the yearly OBS holiday gathering for office staff, VP of Finance & Administration, VP of.
• Generated correspondence, memos, agendas, recorded minutes, and compiled reports for six Advisory Councils (FSUPD, Tucker Center, Transportation, Bookstore, Dining, Golf course) & senior staff meetings led by the AVP.

Campus Recreation/Leach Center

• Recruited & supervised receptionist personnel, assigning tasks and projects.
• Managed time entry and verification for a workforce of over 700 employees.
• Managed travel arrangements for the Director, Associate Director, and Program Directors.
• Assisted the Director, Associate Director, and Program Directors in maintaining access to weekly and monthly reports, calendar management, and conference room scheduling.
• Recorded minutes for the administrative professional staff, Campus Rec Board, and Student Organizational Task Force meetings.
• Utilized FSU electronic system data to determine student access to the Leach Center or property owed.

Tallahassee, Florida, United States

• Started as Project Support Specialist for a Senior Economist, managing travel arrangements, meetings, calendars, case notebooks, and updating procedure manuals. Verified damage calculations and prepared reports.
• Promoted to Research Assistant for a Senior Economist, where I prepared deposition summaries, damage calculations, edited reports, and created graphs for expert witness testimony. Subsequently promoted to the position.
• Created and compiled customized Intro Packets for external marketing. Coordinated meetings, tasks, and appointments, and prepared special reports for the President.
• Traveled to coordinate seminars: prepared animated presentations and all related materials (registration, name tags, table tents, notebooks, interactive CDs) using PowerPoint and Adobe InDesign.
• Maintained online internal employee directory and bios, and created links and graphics for the main website.