1. Aimee L. Phalen
1522 Elderberry Circle ● Walworth, NY 14568 ● 585-750-0178 ● mrsaimeephalen@yahoo.com
QUALIFICATIONS
• Exceptional organization and attention to detail
• Ability to multitask and prioritize under pressure to meet deadlines
• Proven ability to excel in a team environment
• Professional and enthusiastic
• Experience working with executives at high levels
• Software experience: Microsoft Word, Excel, Access, Power Point
PROFESSIONAL EXPERIENCE
University of Rochester, Rochester, NY March 2011 – Present
Administrative Assistant, Medical Center Advancement
• Provide all administrative support for Senior Associate Vice President of the University of
Rochester Medical Center Advancement
• Oversee time and calendar for the Senior Associate Vice President of the University of
Rochester Medical Center Advancement
• Prepare expense reports, check requests and requisitions
• Prepare and process donor pledges, pledge payments, and gifts
• Anticipate from leadership, staff, and volunteers the need for appropriate materials for donor visits,
meetings, interviews and events
• Plan and make all administrative arrangements for Senior Associate Vice President's meeting and
special events, including meeting facilities and equipment, travel, reservations, special event
catering, AV requirements and conference arrangements
• Represent the Senior Associate Vice President with University and Medical Center leadership,
chairs, faculty, trustees, donors, alumni and prospects
• Act as quality control for written materials which includes compiling, editing and proofreading
agendas, reports, correspondence, presentations
University of Rochester, Rochester, NY April 2010 – March 2011
Administrative Assistant, Office of Regional Advancement
• Responsible for all administrative functions in support of Department Administrator for Regional
Advancement, Annual Giving, and Corporate Relations
• Maintained calendars for the Associate Vice President of Advancement and one Regional Director
of Development and assisted with maintaining the calendar for the Administrator of Advancement
• Answered phones for Associate Vice President, Department Administrator, two Senior Directors and
their Administrative Assistant
• Anticipated from leadership and staff the need for materials for Associate Vice President in
preparation for donor visits, meetings, cultivation and solicitations, events and activities
• Assisted with the preparation of correspondence coming from the Associate Vice President,
Regional Director and Administrator
• Handled all regional travel and activities of Associate Vice President and Regional Director, which
included the reimbursement process
• Acted as back-up for Administrator’s time out of office
• Assisted Administrator with the reconciliation of department monthly ledgers
• Acted as liaison between Department Administrator and support staff for the Office of Regional
Advancement
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2. • Assisted with Department Administrator’s Human Resources functions and general department needs
• Interviewed and mentored all new support staff
• Coordinated the scheduling of Advancement candidates which included interviews, travel
arrangements and expenses
• Supervised and maintained schedules for department’s 3 student assistants
University of Rochester, Rochester, NY August 2007 – April 2010
Secretary IV, Office of Regional Advancement
• Supported 3 Regional Directors of Development with various office duties such as maintaining
calendars, arranging travel, confirming appointments with donors, preparing informational packets
and updating prospects records, and drafting original correspondence
• Prepared agendas, meeting minutes and monthly event calendars for regional team meetings
• Supervised 3 department student workers
• Maintained and ordered departmental office supplies and equipment
University of Rochester, Rochester, NY August 2004 – August 2007
Secretary III, Clinical & Social Sciences in Psychology
Provided support for 6 faculty with varied tasks such as updating faculty activity reports, curriculum
vitae, recommendation letters, course descriptions and exams, typing manuscripts and essays and aided
undergraduate and graduate students with secretarial support, copied and scanned course descriptions,
manuscripts, and chapters from reading lists for use on course and faculty research webpages,
assisted with faculty seminars, travel arrangements and reimbursements for featured speakers
DGA Builders, Inc., East Rochester, NY November 2002 – March 2004
Administrative Assistant
Greeted and assisted visitors and staff, answered multi-line phone system, assisted 7 Project
Managers and Accounting Manager with typing contracts, invoices, subcontracts, memos and
correspondence, updated monthly sales report, cell phone and gas usage reports, and subcontractor
insurance coverage spreadsheets, assembled company resumes for prospective clients and ordered office
supplies and equipment
STS duoTek, Farmington, NY July 2001 – September 2002
Administrative Assistant
Greeted and assisted visitors and staff while ensuring proper security measures for visitors and staff were
met, maintained petty cash, assisted the Human Resources Manager with the application process, new
employee paperwork and orientation and answered multi-line phone system
University of Rochester, Rochester, NY April 1999 – July 2001
Secretary III, Department of Economics
Supported 10 faculty with assorted duties such as completing faculty activity reports, maintaining
research account ledgers, requesting payments for conferences and out of town seminars and other
assorted travel expenses, typing manuscripts and essays for publication, assisted with seminar
preparation which included dining and hotel arrangements for guest speakers
YMCA of Rochester, Pittsford, NY January 1999 – April 1999
Customer Service Representative
Greeted and assisted members upon entry, answered phones and assisted members, processed new
applications for members, registered members for camps, exercise classes, swimming lessons
Education
Administrative Assistant Associate of Applied Science Degree
Bryant & Stratton Business Institute
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