Julie M. Zimmer

Work Experience

Donor Contact Assistant

National Marrow Donor Program

2011 - 2016

Provide administrative/clerical support to team of 25 Donor Contact Representatives and leadership staff

Summary of Responsibilities

• Triage/respond to donor email and phone calls
• Monitor new donor searches: assign active status to files, enter updated demographic information, attempt initial outreach through email/letters
• Coordinate/facilitate large mail and email merges
• Perform advanced web-based demographic searches for difficult to find donors
• Audit donor files for user compliance with department guidelines; data entry errors; duplicate donors; ensure appropriate/correct status is assigned to donor files;resolve and problems and issues that are found
• Track all testing kits sent to labs for donor blood draws, insuring their delivery to the appropriate domestic and international labs for testing
• Monitor return of donor consent forms for legal compliance
• Maintain department inventory of letterhead, envelopes, donor educational material
• Worked on implementation of new process to decrease time to first donor contact
• Position requires a high degree of accuracy, meticulous attention to detail and organization to meet multiple daily deadlines
• Use several web-based programs, a proprietary company database, and MS office

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Administrative Specialist

National Marrow Donor Program

2011

Provide administrative support to department Vice President full time, and for two directors and other staff as needed

Summary of Responsibilities

• Maintain/coordinate Outlook calendars: schedule meetings, manage meeting invitations, and travel
• Coordinate/facilitate Web-Ex quarterly department meetings and other recurring meetings with remote staff
• Make travel arrangements: international and domestic
• Reconcile monthly P-card statements; submit travel expense reports with documentation
• Create/submit purchase requisitions using Oracle e-Business program
• Create, compose, edit, and proofread professional correspondence, documents, spreadsheets, presentations, reports, forms for management, documents for web submission; document, edit, and distribute meeting minutes.
• Coordinate/facilitate large email and mail merges
• Maintain department office supply and stationary inventory
• Assist with event coordination/planning to include securing off site accommodations, menu planning, agenda design and compilation, distribution of materials used at meetings/conferences
• Position requires attention to multiple tasks in a complex environment and communication with staff at all levels of company

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Administrative Assistant

National Marrow Donor Program

1999 - 2001

Provide administrative support to Assistant Director

Summary of Responsibilities

• Make travel arrangements
• Coordinate/facilitate distribution of monthly Continuous Process Improvement reports for contracted donor centers
• Maintain Excel spreadsheets documenting network donor center standing
• Compose, edit, and proofread documents, presentations, reports, letters, all manner of business correspondence
• Coordinate quarterly Donor Center Coordinator training: establish attendee list; coordinate and design three-day schedule of events; compile and assemble Donor Center Coordinator Training manuals; order catered food; sechedule and set up event room and AV system.

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Principal Secretary

Department of Orthopedic Surgery - University of MN

1996 - 1999

Provide clerical/administrative support to surgeons

Summary of Responsibilities

• Schedule patient surgical procedures
• Transcribe clinic notes
• Coordinate mailing clinic notes and letters to all patients/referring physicians
• Manage patient medication requests; obtain hard copy to mail or call in refill to pharmacy
• Triage patient calls, answering questions, preparing messages for the doctor
• Coordinate arrival of incoming x-rays from outside clinics making sure images are available at clinic visits; order archived images, if stored onsite
• Obtain insurance authorization for surgical procedure
• Process Worker's Compensation forms

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Nursing Station Secretary

University of MN Hospitals and Clinics

1986 - 1996

Manage front desk of a busy intensive care based inpatient unit (Bone Marrow Transplant Unit)

Summary of Responsibilities

• Answer/triage all incoming phone calls; manage unit flow of patient visitors, family members, off-service medical staff, and ancillary hospital staff; provide hand-washing instruction and education about potential for transmission of viral/bacterial illness to patients
• Answer/respond to patient call lights
• Transcribe and carry out physicians notes and orders- - schedule radiology exams, off-services consultations; communicate dietary changes with Nutrition staff; update and maintain medication administration records
• Fill out lab requests with proper tubes/patient label; coordinate special lab tests with RN and lab
• Maintain stock of med room supplies; order medical equipment used by patients/staff on the unit
• Train/mentor new employees hired for this position

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