Julie N

I have more than 30 years of administrative, financial, and organizational experience, providing the ability to easily adapt to changing priorities and responsibilities. I possess considerable computer experience to analyze, research, gather and organize information to produce reports and verbal presentations. I have demonstrated experience coordinating meetings and managing complex calendars. I have strong interpersonal skills with faculty and staff, students, and stakeholders. In addition, I have excellent organizational skills to multi-task, detail-oriented, the ability to anticipate obstacles and plan for contingencies, maintain confidentiality, and determine relevance and prioritize tasks. 

Administrative Assistant and Purchasing Agent, California Lighting Technology Center, University of California, Davis, CA, June 2019-Present

•              Executive Administrative Support: Provide assistance on complex matters requiring a high level of analytical skill, independence and initiative in execution and implementation. Serve as primary point of contact for the Director with staff, students, and external institutions on a range of complex and confidential issues. Manage complex electronic calendar for the Director. Maintain complete confidentiality and discretion in all areas of communication. Initiate and coordinate on-site and off-site meetings with staff, management, and high-profile visitors.

•              Financial Support: Coordinate, reconcile and process domestic and foreign travel and expenses for faculty and staff. Act as Purchasing Agent for the Center: maintaining staff orders in PrePurchasing; ordering through AggieBuy and outside vendors utilizing a purchasing card when necessary; processing all shipping needs through AggieShip. Financial responsibilities in KFS and UCPath include salary expense transfers, lease transfers, processing purchasing card charges, requisitions, purchase agreements, disbursement vouchers and line item receiving as needed for monthly Center expenses and vendor orders. Coordinate, reconcile, and process travel expenses for the Center using Concur.

Office Manager, American Ethnologist Journal, Arlington, VA, August 2008-June 2022

This position was 100% remote from 2011-2022, with a very flexible schedule. The major stakeholders and staff were located across the world, making email the main form of communication. 

•              Project management: Established and monitored publishing timelines for authors, designers, printers, and other members of the production team. Assisted with art direction and design of the journal. Maintained the processing of manuscripts through an online system – Manuscript Central – ensuring decision making happens in a timely manner.

•              Administrative skills: Provided administrative support to editorial staff and contributing authors.  Prepared and processed payroll and expense reports for independent contractors working for the Journal. Reconcile journal account ledgers and assist in budget projections.

•              Technical skills: Edited article illustrations and artwork using photo-editing software. Act as the network administrator for Manuscript Central, a web-based manuscript submission tool. Maintained an accurate record of receipt of manuscripts and their progress through the peer review process.

Administrative Analyst II, California National Primate Research Center, University of California, Davis, CA, July 2017-February 2018

•              Executive Administrative Support: Provided assistance on complex matters requiring a high level of analytical skill, independence and initiative in execution and implementation. Served as primary point of contact for the Associate Directors with faculty, staff, and external institutions on a range of complex and confidential issues. Managed complex electronic calendars for three Associate Directors. Developed and implemented efficient and effective systems to manage information, projects, and communications with each Associate Director. Provided administrative support for a variety of Committees; solicit and coordinate active and tabled agenda items and recorded minutes. Coordinated, reconciled, and processed travel expenses for the three Associate Directors using Concur. Previewed and initiated confidential and highly sensitive correspondence. Maintained complete confidentiality and discretion in all areas of communication. Coordinated all aspects of meeting logistics, materials and catering for staff and Directors. Initiated and coordinated on-site and off-site meetings with faculty, management, and high-profile visitors. Administered and reconciled budgets for special events and projects.

Executive Assistant and Development Specialist, Farmer Veteran Coalition, Davis, CA, January 2016-June 2017

•              Executive Administrative and Operations support: Provided confidential programmatic and administrative support to the Senior Executive. Provided assistance on complex matters requiring a high level of analytical skill, independence and initiative in execution and implementation. Served as primary point of administrative contact and liaison for the Executive Director with staff, other individuals, and external institutions. Organized and facilitated meetings and other special events for management. Oversaw the planning, implementation, and the execution of two annual conferences; worked with staff on all aspects of the planning process; primary contact with vendors and conference services; created and reconciled conference budgets. Maintained continuity of work operations by documenting and communicating needed actions to management, discovered irregularities, and determined continuing needs. Devised and maintained development systems including data management and electronic archiving utilizing Salesforce. Maintained donor records, acknowledged donations, and collaborated on correspondence regarding the organization and its programs. Assisted with writing federal and state grant proposals and reports; tracked and compiled data related to funding streams. Collaborated with staff to provide input on how best to serve members and donors.

Grants Manager, Foundation for Teaching Economics, Davis, CA, January 1991-September 2015

•              Organizational and Administrative support: Provided high-level development, administrative and programmatic support for the Development department and Senior Management. Responsible for a high level of analytical skill on a wide variety of special projects and day-to-day operations of the development department. Devised and maintained development systems including data management and electronic archiving. Carried out project administration and research on highly complex programs. Oversaw and participated in the coordination, supervision, and completion of conferences, special projects, and events. 

•              Development: Extensive experience in support of fundraising activities including writing individual, corporate and foundation proposals, developing and disseminating direct mail documents, processing, and acknowledging gifts. Highly organized and responsible for internal management of funding activities. Management and maintenance of the donor database – track and compile data related to funding streams. Collaborated with program staff and provided input on how to best serve members and donors. Created donor reports, including monthly and yearly comprehensive analysis of donor trends. Improved systems for tracking donations and donor information. Coordinated and disseminated all grant applications and reports, including preparing budgets and other attachments. Participate in researching new potential funding sources. Maintained and updated the website, brochures, and other publications with timely information and design improvements. 

Bachelor of Arts, Western Governors University, Salt Lake City, UT, January 2008