Shayna McCabe
Gilbert
Summary
Experienced professional skilled in coordinating complex tasks and ensuring seamless operations. Proficient in managing schedules, resources, and stakeholders to achieve project goals effectively. Recognized for fostering teamwork and adapting to dynamic environments, contributing significantly to organizational success.
Overview
19
19
years of professional experience
Work History
Project & Grants Coordinator
Center for Broadening Participation in STEM - Arizona State University
10.2020 - 05.2025
- Hired as an Administrative Specialist and was promoted to Project & Grants Coordinator
- Managed monthly budgetary expense reports across various grants via Workday
- Established and maintained positive relationships with various ASU leadership individuals and over 100 prestigious members across various grants
- Implemented and organized invoice processing system for the center
- Processed annual honorarium payments to Advisory Board members
- Oversaw administration and development of unit content and programs
- Supervised employees, contractors, and grant members
- Processed stipend payments for nationwide members participating within grant projects (over 25 institutions)
- Managed stakeholder and partner relationships for portfolio of programs; served as a unit representative at program and University events
- Implemented virtual annual convening for the center’s largest grant – ALRISE
- Initiated several policies and procedures adopted within the center
- Assisted in drafting/editing monthly newsletter
- Worked closely with Hub Coordinators across the nation as part of the ALRISE Alliance
- Onboarded and worked closely with Executive Administrative Assistant
Administrative Specialist
Urban Collaborative - Arizona State University
10.2019 - 10.2020
- Provided support to over 100 K-12 school districts, nationwide, on various projects/events with a focus on students with learning disabilities
- Managed Executive Director’s scheduling needs
- Responsible for triaging emails received in the Urban Collaborative email/inbox
- Created/sent mail merge emails from organization to members
- Responsible for drafting, formatting, editing monthly newsletter
- Coordinated membership dues with Fiscal Specialist- managing unpaid invoices and follow up communication
- Assisted in all pre-planning processes for bi-annual member meetings, and provides on-site support
- Worked with the Member Services Coordinator to project manage the Executive Director’s various school district reviews and ongoing tasks
- Assisted in organizing monthly member zoom calls
- Drafted and edited email communication sent to members from the organization
- Assisted Member Services Coordinator in serving as liaison for Partners and Sponsors
- Maintaining a positive inclusive relationship
- Promoting their services to our members
- Utilized Constant Contact, Survey Monkey, Qualtrics, and Monday.com services regularly
- Organized files kept within internal Google Drive
- Co-created and implemented new organizational procedures
- Assisted in coordinating virtual conference for Fall 2020 and Spring 2020
Administrative Specialist
University Innovation Alliance - Arizona State University
06.2018 - 10.2019
- Provided high-level support for the organization Executive Director, maintaining their daily schedule and meetings across all time zones (domestic/international)
- Provided thorough and effective communication to support remote team members, including the Executive Director
- Coordinated Executive Director travel arrangements (domestic/international) by booking flights, hotels and rental cars
- Assisted in event planning for recurring annual organization events- retreats, convenings, board meetings
- Assisted in timely processing of monthly foundation card statement for Executive Director-transaction reconciliation, providing business purposes, and receipt collection
- Served as liaison between executive director, 11 member universities and philanthropic funders
- Provided on-site support, as needed, for organizational engagements and events
- Adhered to travel card holder policies and reconciles travel expenses in Concur Travel System
- Processed conference registration fees and membership fees for Executive Director
- Worked closely with organization directors to schedule internal meetings
Administrative Assistant to Chair & Director
UNMH Department of Neurosurgery
04.2017 - 05.2018
- Maintained schedule for department Chair, Director and supporting clinical faculty
- Annual event planning-Graduation, Resident Research Day, Winter Retreat
- Coordinated travel for Chair and Executive Director, both local and international
- Served as liaison between executive departments within School of Medicine
- Coordinated visits for faculty applicants and guest speakers- travel arrangements, meetings w/clinical faculty and residents
- Maintained leave calendars for clinical faculty and staff members
- Submitted weekly pending patient reports to Chief Resident for review and completion
- Ensured certification/licensing for clinical faculty members is current and up to date
- Renewed membership dues for clinical faculty and Director
- HIPAA training
Administrative Assistant II
University of New Mexico, College of Arts & Sciences Dean’s Office
02.2012 - 04.2017
- Maintained log of incoming documents from 30 departments within the College of A&S
- Served as liaison representative between Dean’s office and 30 departments within the College of A&S
- Assisted CFO in light accounting issues (budgeting)
- Faculty course enrollment verification and processing (Temporary Part-time faculty members)
- Generated reimbursement requests for departments (travel, goods, conference fees, etc)
- Served as back up to the Assistant to the Dean (scheduling and coordinating meetings)
- Managed student employee duties
- Managed inventory of office supplies and submits request something is needed
- Time keeper for exempt/non-exempt employees
Peer Mentor
American Indian Program
08.2007 - 12.2010
- Provided academic guidance/advising for incoming Native American Freshman students
- Coordinated weekly meetings with students to provide support with school, home life, cultural transition
- Generated weekly reports on student progression
- Met with AIP Program Coordinator to discuss weekly reports and organize events for students
- Provided tutoring for students in areas of math & science
- Served as receptionist for AIP front desk-answered phones and student questions/concerns, received campus mail, greeted guests meeting with the Program Coordinator
- 20 hours/week
Administrative Assistant
Indian Health Services
06.2006 - 08.2010
- Assisted in organizing ‘3 on 3 streetball’ tournament for Moms Against Drunk Driving organization
- Assisted in organizing ‘Just Move It’ 3k/5k run for the IHS Diabetes Prevention program
- Compiled data reports for ‘Just Move It’ eastern agency events on Navajo Nation
- Clerical duties- answered general inquiries, directed guests/visitors, faxed/scanned documents to coordinating departments
- Seasonal Student Employment
Education
Bachelor of Psychology -
New Mexico State University (NMSU)
12.2010
Skills
- Effective client relations skills
- Reconciliation and reimbursement processing
- Coordinating schedules across time zones
- Logistical planning for travel arrangements
- Skilled in managing project timelines
- Experienced in task management software
- Virtual and in-person event management
- Experienced with various productivity and communication software
Timeline
Project & Grants Coordinator
Center for Broadening Participation in STEM - Arizona State University
10.2020 - 05.2025
Administrative Specialist
Urban Collaborative - Arizona State University
10.2019 - 10.2020
Administrative Specialist
University Innovation Alliance - Arizona State University
06.2018 - 10.2019
Administrative Assistant to Chair & Director
UNMH Department of Neurosurgery
04.2017 - 05.2018
Administrative Assistant II
University of New Mexico, College of Arts & Sciences Dean’s Office
02.2012 - 04.2017
Peer Mentor
American Indian Program
08.2007 - 12.2010
Administrative Assistant
Indian Health Services
06.2006 - 08.2010
Bachelor of Psychology -
New Mexico State University (NMSU)
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