Wendy Quintana Email and Phone Number

Serves as a liaison and executive administrative assistant to multiple departments.Prepare written materials including correspondence, visual presentation materialsIndependently composes correspondence of varying complexity requiring detailed knowledge of departmental business, specialized vocabulary, and/or technical terminology. Distributes correspondence and materials as needed for meetings and presentationsCoordinates on and off site meetings, presentations, and conferences, includes travel as needed, developing agenda, taking meeting notes, and processing summary of proceedingsTravel management for the VP and department personnel including travel visas, logistics and accountingProcess payroll and time records with SAP and WorkdayCoordinator of the CEUs (Continuing Education Units) process credits for clients that attended in-person and virtual workshops, webinars, and conferences. Performs administrative details such as database management, tracking and monitoring budgets and resolving any discrepancies, monitoring disbursements, preparing periodic reportsIdentify issues, establish priorities, and respond to support needsActs independently to administer and communicate corporate policies and procedures, handling uncommon situations through interpretations of office guidelines and administrative practicesResponsible for communication between management and their direct reports on critical issues impacting daily business operations, communicating requests and instructions when necessaryServes as resource person, providing interpretation and individual application for standard departmental policies, procedures, guidelines, and practices, influencing adherence to and enforcement of policiesSuggests and implements improvements to office and department procedures, methods, and quality goals and implements action steps, reports progress and conducts follow-up as needed.Maintains highly sensitive and confidential information

Serves as a liaison between Senior Executives (Director of Field Services (DFS) – West and Mid America and all other organizational units within the FHWA to coordinate, schedule and prioritize meetings. Serves on task forces as a representative of the DFSs program areas. Assist with the GOE budget ($200K), shared resources and technology transfer (T2) budgets ($400K) for both DFS regions shared resources using Delphi (accounting system), PRISM (Procurement system) and Fiscal Management Information System (FMIS) and coordinate with the finance office to procure needed office supplies. Create specialized reports, tables, graphics and presentations; maintain annual dashboard metrics, tracking systems and logs to provide accurate information to the Directors by using Microsoft Office Suite, Adobe Acrobat Pro 9 and MS Publisher. Manage time/attendance reporting for the DFSs and Senior Advisors into the DOT database. Review and revise correspondence, manuals, letter, memos and presentations for distribution to the other departments. Manage travel including travel arrangements, authorizations, vouchers expenses and reconciliation for the DFSs utilizing GovTrip (an electronic web based travel program) for the DFSs. Maintain all files and folders accurately and effectively for the DFSs by maintaining personnel files and ensuring the confidentiality associated with the private and sensitive position information. Maintain annual, mid-year and quarterly reports for each of the 26 states and 3 SA for mid-year and end-of-year evaluations. Assisted in conference planning and managed travel and conference arrangements for the annual DA/ADA conferences and National trainings (Innovative Partnerships, Leadership Decision-Making, etc.) for groups of 60+ attendees. Coordinate and manage the DFSs schedule with the 26 division offices, headquarters and outside organizations for video-conference, teleconferences and division office visits.

Responsible for the day to day operation and monitoring of the Maryland Dental contract for 26,000 inmates housed in 28 correctional facilities in the state with an annual budget exceeding $15 million per year for professional salaries, supplies and repair costs. Responsible for the day to day monitoring of expenses associated with State of Tennessee Correctional Healthcare contract for 19,000 inmates housed in 19 correctional facilities in the state. These contracts were budgeted for $175 million for 5 years for professional salaries, pharmaceuticals, medical supplies, hospital and Emergency room visits and repair costs. Traveled monthly to Maryland and Tennessee to attend meetings with State officials to maintain the fiscally responsible and strictly to adhere to contractual obligations and budgets. Managed costs charged to the contract for procurement of supplies and equipment maintenance budget to maintain the quality to the states’ expectations. Generated a cost comparison analysis to identified savings measures with each vendor while maintaining a high level of goods and services to all facilities. Attending monthly and quarterly budget meeting with the necessary state agencies on the progress of the contract. Revised and formatted policies, procedures and protocols from the medical contracts. Responsible for obtaining three bids in the procurement process in the purchasing of new medical and dental equipment. Negotiate with pharmaceutical companies for lower costs on prescription drugs for the company’s medical contracts. Coordinated with multiple vendors in ordering and purchasing need supplies for the medical contracts and maintain within budget. Managed the annual budgets for 7 medical contracts for the day to day operations and reported on a monthly basis the reconciliation of funds to senior management and corresponding states.

Performed Human Resources functions of new employee orientations, benefits and disciplinary actions. Maintained confidentiality of employee’s personnel records, disciplines action, salaries and health issues in the handling of human resources related tasks on a daily basis. Assisted in employee benefits, leaves of absence and personnel related matters to resolve all issues. Ensure accurate administration of personnel actions including disciplinary and upholding federal and state employment laws. Responsible for supporting the HR departments at each of the Job Corps Center, Correctional and Medical contracts as needed. Provided training to the site human resources staff with Microsoft Office Suite, Lawson, EBIS and annual HR training course that were hosted at the corporate office. Analyzed, tracked and reported employment turnover trends on a quarterly and annual basis to executive staff. Responsible for revising and tracking all pending changes organization charges, position description and salary structure for each location and maintain and current approved documents on the network. Assisted in the RFP proposal process by formatting resumes, collecting data for salary surveys and created or revising org charges, position descriptions and salary structures as needed.