Executive Assistant
Resume:
Debi Kubiak Resume Page * of * Rev. **.**.****
DEBI KUBIAK
Kapolei, Hawaii
ad6zh0@r.postjobfree.com
CAREER OBJECTIVE:
Seeking a challenging position where my experience, training, and unique abilities, coupled with my high level of responsibility, motivation, dedication, and trustworthiness, will be valued. SKILLS & STRENGTHS:
Excellent organizational skills
Over 30 years of experience working as an Executive Assistant & Executive Director
Federal Grant Administrator and Reporting
Ability to adapt and work consistently under challenging circumstances
Attention to detail and accuracy
Self-disciplined, motivated, flexible, and energetic
Good communicator with peers, the public, management, C-Suite, and Executive Staff
Team Player
Customer Service
Project Management
Event Planner
HR Admin Support
Accounts Receivable/Payable/Payroll
Successful Grant Writer
OFFICE SKILLS:
Broad computer skills to include Microsoft Suite, ADP, eCW, MyJunna, Monday.com, Share Point, iSolve, QuickBooks, Quicken, HealthEMS, Athena One, Flex Scan, SRX, NinthBrain, Operative IQ, FormStack, Google Docs, Survey Monkey, Photoshop, Design, Constant Contact, Publisher.
EXPERIENCE:
The Caregiver Foundation April 2, 2024 – May 13, 2024 Client Care Manager and Administrative Assistant
Not-for-profit social services agency that oversees and delivers services to Seniors, Disabled Adults, and their Caregivers. Assisted clients through the healthcare, private, and Government benefits programs by acting as a Client Advocate and Navigator. Coordinated client care with families, organizations and facilities. Conducted comprehensive intake screenings. Collected financial, legal, spiritual, social, and health related data to accurately manage clients fiduciary and estate affairs. Worked as a liaison with SSDI to insure that clients continued their benefits. Debi Kubiak Resume Page 2 of 5 Rev. 05.14.2024
Kalihi-Palama Health Center July 5, 2023 – April 2, 2024 Executive Assistant to the Executive Director/CEO (Temp to hire position with Altres Staffing first 60 days)
Created electronic version of the Policy & Procedure Manual, spear-headed electronic medical record retrieval index project, managed scanning project for all departments and wrote $500,000 grant to supplement the project – this involved 5,000 boxes of records in storage being moved to a cloud-based system saving the company thousands of dollars a month in storage fees. Prepared meeting agendas, minutes, and tracked follow-up and follow-through. Initiated a tracking system for all physical paper files and created an internal electronic filing system for executive and corporate documents. Maintained accurate up-to-date files for company wide contracts and leases.
Compiled data for various government grant related reports. Maintained very strict grant reporting deadlines. Scheduled meetings, travel, and events as needed. Assisted Health and Safety Officer with compliance and HIPAA meetings, trainings, and policies.
Ke Ola Mamo of Oahu – Honolulu, HI February 2022 – May 2023 Executive Assistant to the Executive Director
HIPAA Compliance Officer
Finance Assistant
Prepared meeting agendas, minutes, and tracked follow-up and follow-through. Attended Board of Director meetings. Scheduled meetings, travel, and events as needed. Participated in interviews and the selection process. Supervised two employees. Compiled data for various government grant related reports. Maintained very strict grant reporting deadlines.
Implemented a Health and Safety Program and served as the HIPAA Compliance Officer. Temporarily filled the vacant finance department position while interviewing for a permanent employee. A/R, A/P, payroll, financial reports, etc. Seagull Schools – Kailua, HI January – March 2021
Executive Assistant to the CEO
In the short period of time that I had the pleasure of working for Seagull Schools, I reinstated the company’s quarterly newsletter, drafted policies and distributed as appropriate, updated parent handbooks. Completed the detailed planning logistics and coordination for various internal meetings. Prepared meeting agendas, minutes, and tracked follow-up and follow-through. Initiated a tracking system for donations and assisted with drafting and distributing written communication for donors. Organized all physical paper files, as well as set-up an internal electronic filing system.
Debi Kubiak Resume Page 3 of 5 Rev. 05.14.2024
Na Hoku, Inc. – Honolulu, HI June 2019 – March 2020 Executive Assistant to the CEO/Owner Furloughed due to Covid Provide executive and administrative support involving business and personal matters; Serves as liaison between CEO and executives, managers, team members, business partners, other professionals, family, friends, and the public; Handles and maintained highly confidential information.
Duties
Manage flow of information to and from CEO
Prepare, create, and present multiple reports in a timely manner Prepare correspondence and documents on behalf of CEO Manage and coordinate CEO’s calendar and contacts
Manage financial matters for CEO, both business and personal Assist with tax preparation and payments
Manage and update information and files for various properties Handle travel arrangements for CEO and his family
Track and maintain intellectual property files – copyrights, trademarks, etc. Oversee duties and maintain files for USA Patriot Act Anti Money Laundering Program Sierra Medical Services Alliance (SEMSA) - Reno, NV February 2015 – April 2019 Executive Assistant
Compliance / HIPAA / Privacy Officer
Notary Public
Executive Assistant to CEO & COO:
Provide executive support to upper management; Arrange travel; Write, execute and maintain contracts; Assist with writing Requests for Proposals (RFP’s); Collective Bargaining Agreements; Business Associate Agreements; Maintain the Policy & Procedure Manual; Assist the payroll, timesheets, A/P, A/R, Annual EMS permit renewal; Travel throughout California to train partner organizations; Write newsletter articles and assist with content for our websites; Other Special Projects. Plan Meetings, Keep calendars and appointments. Successful grant writer.
Compliance /HIPAA / Privacy Officer:
Develop, initiate, maintain and revise policies and procedures for the general operation of the compliance program and related activities to prevent illegal, unethical, or improper conduct; manage day-to-day operation of the Compliance Program; consult with legal counsel as needed to resolve compliance issues; respond to alleged violations of rules, regulation, policies, procedures, and the Code of Conduct; identify potential areas of compliance vulnerability and risk; ensure proper reporting of violations or potential violations to proper and authorized agencies as appropriate or required; provide direction and management of the compliance hotline; conduct annual risk analysis; implementation of HIPAA’s privacy and security standards; Cooperate with the Office of Inspector General (OIG); Responsible for training 350 + employees on HIPAA Compliance; conduct quarterly and annual audits on business office staff, Medicare Billing, charting, controlled substance/narcotic tracking and usage, etc.; train employees prior to court hearings, subpoena questioning, etc. Debi Kubiak Resume Page 4 of 5 Rev. 05.14.2024
Diamond Printing - Reno, NV 2010 - 2017
Secretary/Treasurer
Accounts Receivable/Payable
Bookkeeper
Part-Time position. Handled all accounts receivable/payable for family-owned printing company. Performed all bookkeeping/accounting tasks for the company, filed payroll taxes, quarterly reports.
Regional Emergency Medical Services Authority (REMSA) - Reno, NV 2005 - 2015 Executive Assistant/Federal Grant Administrator
Grant Writer
Notary Public
Management: Worked directly with the Vice President of Operations in assisting with the day-to- day operations of the 450+ employee non-profit ambulance company Supervisor to five (5) administrative staff
Wrote and successfully obtained multiple grants (FEMA, SERC, CMS) Was instrumental in the successful achievement of receiving a $10 million grant from the Centers for Medicare and Medicaid Services for the Healthcare Innovation Challenge in 2012 to implement the Community Paramedic Program in Reno and showed that it was sustainable Wrote policy and maintained the policy and procedure manual and was responsible for making sure that employees followed policy and were trained annually on its content. Arranged travel; maintained 100 + company issued cell phones; reconciled $100,000 Credit Card statements monthly.
Handled inquiry process and occurrence reports; responded as needed; Worked directly with the CEO and VP’s to maintain the Capital Budget; Coordinated CAAS and CAMTS Accreditations Performed annual EMS permit renewal.
Publications: Responsible for the monthly newsletter including complete content, editorial, in- house design, layout, typesetting and distribution. Company wide information letters from management.
Meeting Planning: Responsible for numerous committees, board meetings, inter office meetings, and employee focus groups (agenda, notices, advance informational material, staffing, minutes, follow-up). Planned and orchestrated company events, functions, retreats, BBQ’s, and parties. Was responsible for planning and executing the 10
th
Annual International Roundtable on
Community Paramedicine (IRCP) Conference held in Reno, NV in 2014. With over 200 attendees from seven (7) countries this was the largest and most successful conference held to date. Responsibilities included budget, fund-raising, program development; brochure preparation; hotel negotiations; coordination of speakers and topics; interaction with pharmaceutical representatives; on-site management of meetings (guest registration, room set-up, coordination of social functions, and preparation of syllabus). Debi Kubiak Resume Page 5 of 5 Rev. 05.14.2024
Nevada Academy of Family Physicians - Reno, NV 1992 - 2005 Executive Director
Management: Responsible for all management and financial decisions for the 400+ member non- profit corporation in cooperation with the Board of Directors. Responsible for board meetings
(agenda, notices, advance informational material, staffing, minutes, and follow-up); provide staff support to numerous committees; public relations; fund-raising; membership recruitment and retention; over-see Las Vegas satellite office & staff. Bookkeeping: Responsible for financial records of multiple accounts, as well as making sound financial decisions on behalf of the members’ dues investments; as well as those of the NAFP Foundation.
Publications: Responsible for the quarterly newsletter including complete content, editorial, in- house design, layout, and typesetting.
Meeting Planning: Responsible for 6-day annual continuing medical education (CME) conference for family physicians - program development; brochure preparation; hotel negotiations; coordination of speakers and topics; interaction with pharmaceutical representatives; grant writing; on-site management of meetings (guest registration, room set-up, coordination of social functions, preparation of syllabus) and follow-up activities related to meetings. Plan CME program for monthly membership meetings. Continuing Medical Education: As a service to many health care providers, hospitals, pharmaceutical companies, and physicians, I accredit educational programs for continuing medical education credit through the American Academy of Family Physicians in accordance with the ACCME guidelines.
Washoe County Medical Society - Reno, NV 1984 - 1992 Administrative Assistant
Full Charge Bookkeeper for WCMS, SIMPAC, Reno Surgical Society Meeting Planner
Publication Manager
Executive Director of the Reno Surgical Society
Worked directly with the Executive Director; shared all duties and made management decisions in her absence. Type-set, lay-out, and design of the Pictorial Directory. Fund-raised and secured ads for the directory. Worked directly with the Board of Directors which was comprised of physicians and Hospital Administrators.
Nevada State Medical Association - Reno, NV 1980 – 1984 Staff Assistant
Basic office duties; assisted the editor with the newsletter; assisted with organizing and planning the Annual House of Delegates Meeting and Leadership Conference.
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