Jessica Ayala
Andover
Summary
Highly organized with background in centralized scheduling. Experience includes schedule management, resource allocation, and facilitation of communication between departments. Strengths include problem-solving abilities, strong interpersonal skills for liaising between teams, and adaptability to changes. Previous roles have resulted in streamlined operations and improved intra-organizational coordination.
Dedicated administrative professional with experience in popular systems and software. Friendly employee with strong customer service and issue resolution skills.
Overview
11
11
years of professional experience
1
1
Certification
Work History
Centralized Scheduler
MHealth Fairview
Saint Paul
11.2024 - Current
- Created and maintained centralized scheduling system to optimize resource allocation and improve operational efficiency
- Developed schedules for multiple departments, ensuring adequate coverage while minimizing overtime costs
- Managed multiple programs for scheduling primary care for patients
- Enter insurance information for patients and verified it was in network with MHealth Fairview.
- Knowledge of Epic Systems software, instructional skills, patience, stamina, excellent presentation abilities, record keeping, and effective communication
- Responded promptly and professionally to requests from patients regarding their appointment times or rescheduling needs.
- Collaborated with physicians, nurses and other clinical staff to ensure accurate patient scheduling.
- Utilized computer software programs to enter data into the centralized scheduling system.
- Served as a liaison between various departments within the organization to coordinate efficient use of resources for patient care.
- Performed data entry tasks such as entering new patient information into the centralized system.
- Coordinated communication between patients and healthcare providers regarding appointment times.
- Managed complex phone calls from patients seeking same day or next day appointments.
- Assisted in resolving any conflicts or issues related to patient appointments or scheduling changes.
- Ensured compliance with HIPAA regulations when handling confidential patient information.
Business Owner/Operator
Ayala's Services
Bloomington
08.2021 - Current
- Coordinating and scheduling worksite jobs with contractors and employees
- Sending estimates and invoices to customer
- Payroll tracking
- Making sure all materials are at work sites
- Created marketing plans and campaigns to promote products and services to potential customers.
- Maintained up-to-date knowledge of local laws regarding business licenses, permits, taxes.
- Negotiated contracts with vendors and suppliers to reduce operating costs.
Safety/ Staffing Coordinator
Labor Solutions
Saint Paul
03.2024 - 12.2024
- Greet candidates with outstanding customer service
- Source candidates for staffing needs
- Complete hiring process
- Process I-9's
- Coordinate employee start times as well as ending assignments
- Complete safety walks with companies to meet OSHA standards
- Complete monthly safety trainings
- Assisted in recruiting and hiring process by sourcing, screening, and interviewing applicants.
- Ensured compliance with federal and state laws related to employment practices.
- Collaborated with hiring managers to identify staffing needs, develop job descriptions, and define qualifications required for roles.
- Responded promptly to inquiries from candidates regarding job opportunities at the company or organization.
- Reviewed resumes submitted by applicants against job requirements.
- Participated in career events such as college fairs or industry conferences to generate interest in available jobs.
- Organized job fairs to increase awareness of open positions within the company or organization.
- Developed job postings, tracked applicants through applicant tracking system, and coordinated onboarding paperwork.
Administrative Assistant
Zimmer Law group
Saint Paul
09.2022 - 06.2023
- Scheduled appointments between clients and customers and internal staff members.
- Organized and maintained filing systems for physical and electronic documents, ensuring accuracy and confidentiality of records.
- Maintained office supplies inventory by checking stock to determine inventory level.
- Composed letters, memos, reports, emails, presentations and other written correspondence as required by management staff.
- Provided administrative support to the executive team, including scheduling meetings and managing calendars.
- Managed incoming calls while providing information or transferring callers to appropriate personnel.
- Handled confidential documents in an organized fashion according to established protocol.
- Answered questions from customers regarding products and services offered by the company.
- Coordinated mailings including sorting mail, preparing packages for shipping via courier service or postal service.
- Processed invoices for payment using accounting software applications.
- Greeted visitors and provided general information about the company.
- Ensured efficient operation of office equipment such as printers, copiers and fax machines.
Loan Opener Assistant
CrossCountry Mortgage, LLC
Bloomington
06.2019 - 06.2022
- Prepare files for processing
- Communicate with Loan Officers, Mortgage Analyst, and Processors
- Perform basic review of loan documents to ensure loan is ready for processing
- Order necessary documents from third parties including (but not limited to): USPS, LDP/GSA, MERS, SB1167 (IL), VOE's, Flood Certificate, DataVerify/Fraud Audit Services, Title, Appraisal, Transcripts, Condo Questionnaire/Warranty, Subordination Agreement, Payoff, Insurance, etc.
- Ensure all documents meet investor requirements
- Followed up on pending documents
- Complete approval conditions
- Translated to Spanish speaking clients
Staffing Coordinator
Personnel Resources/ Staffing
Bloomington
02.2014 - 06.2019
- Created detailed reports on recruitment activities such as cost per hire, time to fill vacancies.
- Maintained relationships with current and potential vendors to source candidates for open positions.
- Reviewed resumes submitted by applicants against job requirements.
- Facilitated orientation sessions for new hires.
- Assisted in recruiting and hiring process by sourcing, screening, and interviewing applicants.
- Organized job fairs to increase awareness of open positions within the company or organization.
- Utilized staffing software to track employee availability, shifts, and time-off requests.
- Worked with HR department to devise and update policies as needed for corporate accountability and workplace health.
- Maintained accurate and up-to-date employee records, including contact information and job classifications.
- Assisted payroll teams by reporting employee hours and calculating correct compensation.
- Conducted reference checks on prospective employees as part of the pre-employment process.
- Developed job postings, tracked applicants through applicant tracking system, and coordinated onboarding paperwork.
- Scheduled interviews between hiring managers and prospective employees.
- Managed time effectively to ensure tasks were completed on schedule and deadlines were met.
- Provided excellent service and attention to customers when face-to-face or through phone conversations.
- Provided support and guidance to colleagues to maintain a collaborative work environment.
- Completed day-to-day duties accurately and efficiently.
Education
High school or equivalent -
Broadway High School
Minneapolis, MN06.2004
Skills
- Administrative experience
- Payroll
- Customer service
- HIPAA compliance
- Effective communication
- Microsoft Excel
- Translation
- Administrative Assistant
- HR Sourcing
- Banking
- Supervising experience
- Bilingual Spanish
- Leadership
- Computer skills
- Marketing
- Human resources
- Microsoft Outlook
- Communication skills
- Microsoft Office
- Organizational skills
- Recruiting
- Office experience
- Centralized scheduling
- Epic Systems
Certification
Driver's License
Languages
Spanish, Expert
Timeline
Centralized Scheduler
MHealth Fairview
11.2024 - Current
Safety/ Staffing Coordinator
Labor Solutions
03.2024 - 12.2024
Administrative Assistant
Zimmer Law group
09.2022 - 06.2023
Business Owner/Operator
Ayala's Services
08.2021 - Current
Loan Opener Assistant
CrossCountry Mortgage, LLC
06.2019 - 06.2022
Staffing Coordinator
Personnel Resources/ Staffing
02.2014 - 06.2019
High school or equivalent -
Broadway High School