About Mary Jane Calivo
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Academic Level Bachelor's Degree
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Age 48 - 52 Years
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Gender Female
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Industry Healthcare & Pharmaceuticals
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Nationality Filipino
About me
To be employed in a progressive and stable company where I can make full use of my knowledge and skills and get hold of opportunities for growth and advancement both professionally and mentally.
Education
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1999 - 2000
Polytechnic University of the Philippines
Post Baccalaureate Degree in Teacher's Education
I have passed my Post Baccalaureate degree in Teacher's Education at the Polytechnic University of the Philippines in 2000.
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1994 - 1998
Eulogio Amang Rodriguez Institute of Science and Technology
BSBA Major in Management
I have passed Business Administration Major in Management from Eulogio Amang Rodriguez Institute of Science and Technology, Manila Philippines.
Experience
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2023 - Present
Meena Healthcare (Tawuniya Subsidiary)
Nursing Manpower Supervisor/Nursing Coordinator
• Ensure an accurate projection of nursing resource requirements.
• Develop proactive recruitment in liaison with HR
• Work on retention programs in liaison with HR
• Ensure the implementation of a comprehensive onboarding program for nurses.
• Maintains an accurate database for nursing staff
• Responsible for Nursing surveys, turnover rates, and other related reports
• Assess and determine the need for FTEs with the DON at the nursing unit level.
• Assess the utilization of nurses in full-time equivalents (FTEs).
• Review the budgeted MSRs and keep an accurate track of the vacant and occupied MSRs
• Arrange and implement the newly hired nurse’s flowchart to ensure a smooth transition
• Track all the interviewed nurses’ deployment (care and outsourcing) and follow up on the progress of recruitment with HR.
• Receiving complaints/queries from nurses and providing immediate solutions or identifying proper escalation if needed.
• Assists with the development of policies/procedures and facility practices, as directed
• Organized to ensure they complete all their duties on time. This includes scheduling, managing calendars, tracking employee information, and maintaining records.
• Assists with managing labor costs by coordinating adequate staffing patterns according to the utilization of the area and keeping an open line of communication with the Clinical Director/Manager and Administrator, as per facility practices.
• Assists with coordinating staff training/in-services and monitoring to ensure compliance.
• Attend meetings, as needed; draft minutes/reports of proceedings within hours of the meeting or within a reasonable length of time as dictated by job duties; complete assigned actions within established time frames and follow department policies and procedures. -
2021 - 2023
Aldara Hospital and Medical Center
Executive Assistant/QM Coordinator
• Perform a wide range of complex secretarial duties and coordinate the administrative and clerical tasks for the Quality and Risk Management Department and can prioritize and manage multiple tasks. Facilitate professional, prompt, and efficient operations of the department. Possesses excellent interpersonal skills with employees of AHMC and internal/external customers.
• Make all necessary arrangements for meetings and conferences without prior clearance from the Director, including room arrangements, equipment check-out and set-up, and catering, following and meeting the required deadlines as requested.
• Attend meetings, as needed; draft minutes/reports of proceedings within hours of the meeting or within a reasonable length of time as dictated by job duties; complete assigned actions within established time frames and follow department policies and procedures.
• Screen visitors, incoming and outgoing mail, and figure out the action to be taken.
• Receives and screens telephone calls to figure out when to refer them to the Director or other staff member or personally manage the situation.
• Receives, opens, dates stamps, and screens traditional or electronic mail daily, or more often if volume dictates, to figure out when to distribute to the Director, to other staff members, or personally manage the correspondence.
• Responds to routine inquiries as received and properly responds to more complex.
• Check the daily calendar schedule for the Quality Director and the quality team.
• Assist in facilitating quality management workshops.
• Assists in the identification, evaluation, and documentation of quality concerns.
• Assist in the coordination of the regulatory survey process.
• Participates in the Environment of Care (EOC) surveillance as needed.
• Assists in the review/revision of the policies and procedures as needed. -
2014 - 2021
Sultan Bin Abdulaziz Humanitarian City
Secretary
• Perform a wide range of complex secretarial duties and coordinate the administrative and clerical duties for the Medical Affairs Department, prioritizing and managing multiple tasks. Facilitate professional, prompt, and efficient operations of the department. Possesses excellent people skills with employees of the Humanitarian City and internal/external customers.
• Perform duties as directed by the Deputy CEO following facility policy and procedures.
• Responsible for attending monthly meetings for Internal Medicine, Pediatric/Medical Residents, ER, and Physiatrist, and other assigned committees to take and prepare minutes in the same week and distribute to members, and to perform any other secretarial duties as requested by the committee members.
• Prepare and distribute the monthly ROTA for ER, Medical/Pediatric Residents, Pre-Op clinic, Physiatrist 1st Visits, and Physicians Back-Up /On Call.
• Prepare the monthly timesheets for full-time physicians and medical affairs staff and help with the locum timesheets as requested.
• Make all necessary arrangements for meetings and conferences without prior clearance from the Deputy CEO, including room arrangements, equipment check-out and set-up, and catering, following and meeting the required deadlines as requested.
• Attend meetings, as needed; draft minutes/reports of proceedings within hours of the meeting or within a reasonable length of time as dictated by job duties; complete assigned actions within established time frames and follow department policies and procedures.
• Screen visitors, incoming and outgoing mail, and figure out the action to be taken.
• Receives and screens telephone calls to figure out when to refer them to the Deputy CEO or other staff member or personally manage the situation.
• Receives, opens, dates stamps, and screens traditional or electronic mail daily, or more often if volume dictates, to figure out when to distribute to the Director, to other staff members, or personally manage the correspondence.
• Responds to routine inquiries as received and properly responds to more complex inquiries/complaints within hours of receipt.
• Assist physicians with leave requests and notice of return and processes the documents with concerned departments to ensure that approval copies of leaves are sent to the physicians once received, preparing memos, PowerPoint presentations, and other tasks requested.
• Responsible for arranging weekly physicians’ lectures and coordinating with the drug companies as applicable.
• To assist senior staff with the assigned task
• Responsible for preparing RSF forms to obtain approval from the Deputy CEO and sending them to the concerned person/s for processing. Must be sure to get confirmation that the documents have been received by the department concerned.
• Maintain an organized filing system of all incoming/outgoing, responsible for knowing the duties and assisting the Deputy CEO Assistant when she is on leave or when busy, and assistance is requested.
• Responsible for monitoring and registering all medical staff for mandatory courses which as required by the standard.
• Requested office supplies, a pager, and uniforms for medical staff.
• Responsible for assisting in providing HIS training in coordination with the IT department and dictation access through HIM.
• Maintain knowledge of the CARF, JCIA & CBAHI related to Medical Staff organization.
• Maintains working knowledge of the Medical Staff Bylaws, Rules and Regulations, and Medical Staff policies and works to ensure the medical staff’s compliance with the stated premises.
• Assist in the processing of new appointments for medical staff and their orientation.
• Helps in coordinating the recruitment process between the human resources department and the medical affairs, coordinates the re-contracting and performance evaluation of the full-time medical staff with the department heads.
• Maintains all physician files found in the medical affairs department and ensures the confidentiality of all credential files. -
2008 - 2014
Sultan Bin Abdulaziz Humanitarian City
Administrative Assistant II
• Perform a variety of administrative/secretarial support tasks that are highly confidential and sensitive.
• Coordinate department activities for the Chief RT, RT staff, and executives.
• Read and screen incoming correspondence and reports; make a preliminary assessment of the importance of materials and organize documents; manage some matters personally and forward proper materials to the Chief RT, Head of the department, executive director, and staff.
• Receives and screens incoming calls and visitors, figures out which are priority matters, and alerts the Chief RT and head of the department accordingly. Refer individuals to the appropriate staff or provide the requested information.
• Composes letters and memoranda in response to inquiries, prepares an agenda, collects materials for meetings, takes minutes, and keeps a record of the proceedings.
• Assist with the preparation of the department budget, revision and maintenance of departments, administrative and inter-departmental policy, and procedures.
• Review, proofread, and edit documents prepared for the Chief RT or signature.
• Take dictation on technical and confidential matters from the Chief RT.
• Coordinates and facilitates the Chief RT calendar to arrange appointments, meetings, and conferences, and prepares itineraries.
• Recommend actions to be taken on department expenditures, such as equipment and supply needs.
• Compiles and keeps records, statistical information, and reports.
• Establishes and maintains various filing and record management systems.
• Prepare a monthly Respiratory Therapist schedule.
• Function as liaison between the Chief RT, department head, or executive director, subordinates, or others, by transmitting directives, instructions, and assignments and following up on the status of assignments. -
2007 - 2007
GOLDEN ARCHERS DEV’T CORP
Asst. IT Coordinator
• Process all the requirements of all branches nationwide.
• Process all telephone and internet applications.
• Coordinate all quotations from suppliers and vendors.
• Receives and distributes important documents and products to the proper person/s.
• Coordinate technical support when needed.
• Prepare payments, requests, and other matters concerning Information systems.
• Develops and keeps other general and miscellaneous files.
• Performs other related duties that are assigned from time to time. -
2006 - 2007
RVA Trading
Executive Secretary
• Provide high-level administrative/ secretarial support by preparing statistical reports, managing information requests, and performing clerical functions such as: preparing correspondence, receiving visitors, and arranging meetings.
• Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution.
• Open, sort, and distribute incoming correspondence, including faxes and emails.
• File and retrieve company documents, records, and reports.
• Prepare responses to correspondence having routine inquiries.
• Prepare invoices, reports, memos, letters, and other documents using word processing, spreadsheet, database, and/or presentation software. -
2005 - 2005
Rustan’s Commercial Corp.
Brand Operations Clerk
• Monitor daily, weekly, and monthly sales per brand per store.
• Update and monitor transfers and distributions of products using the JDA system.
• Maintain and distribute SKU creation for new products, testers, and GWP.
• Monitor the monthly inventory and sales analysis.
• Monitor and prepare purchase orders and all requirements of branches.
• Prepare monthly reports and presentations. -
2004 - 2004
AMA Group of Companies
Operations Clerk
• Receives and Routes phone calls.
• Screen visitors desire to see the superior.
• Monitors and controls logbook for incoming and outgoing memos, fax transmittal, and distributes to concerned parties/departments.
• Arrange superior meetings, flight bookings, and accommodation.
• Prepare correspondence and monthly reports needed by the superior.
• Performs other related duties that are assigned from time to time. -
2000 - 2003
EIRON Credit Investigation and Collection Specialists
Administrative Secretary
• Serve as liaison between manager and bank managers, providing general and specialized information and assistance about assigned functions that may require the use of judgment, tact, and sensitivity.
• Screen and receive telephone calls, calendar appointments, and respond to complaints and requests.
• Maintain exact and up-to-date office files, records, and logs, and check various logs, accounts, and files.
• Prepare reports and correspondence.
• Maintain company files assigned; prepare and type personnel documents, prepare staff payroll timesheets.
• Perform related duties as needed. -
1998 - 1999
Speedway Insurance Company
Underwriting Secretary
• Prepares and updates the monthly remittance and production reports.
• Monitors incoming and outgoing insurance policies.
• Maintains files of receipts.
• Receives cash/check payments for insurance policies.
• Maintain client’s database.
• Performs other related duties as may be assigned from time to time.