Gina R. Thomas
College Park
Summary
Dynamic administrative professional with extensive experience at Washington Metropolitan Transit Authority, excelling in training coordination and stakeholder communication. Proven ability to manage complex projects, streamline processes, and ensure compliance with confidentiality standards. Proficient in Microsoft Office Suite, with a strong focus on documentation and reporting to enhance operational efficiency.
Overview
16
16
years of professional experience
1
1
Certification
Work History
Project Administrator
Washington Metropolitan Transit Authority
Greenbelt
09.2018 - Current
- Provide administrative support to the Project Manager and engineering team for the 7000 Series train by assisting in the planning, implementation, and completion of highly complex, multi-discipline tasks related to managing the construction, rehabilitation, upgrade, or enhancement of the Authority's transit system.
- Point of contact for a range of staff and external stakeholders.
- Supervise subordinate staff, including recommending applicant selection, assigning duties, directing work, assisting with performance evaluations, approving leave requests and time sheets, and ensuring appropriate subordinate training is provided.
- Review and advise managers on confidential and other sensitive matters, including correspondence for signature, and coordinate information to ensure that the documents are complete, accurate, properly edited, and consistent with correspondence standards.
- Prepare reports based on confidential information regarding estimates for contracts, task orders, and change orders.
- Ensure proper care of sensitive documents, including following procedures for mailings, handling, transmitting, and communicating.
- Establish, maintain, and oversee the filing system and records for the department to ensure compliance with Authority guidelines and best practices.
- Assist on a continual basis in the overall program administration activities by providing authoritative information, such as safety bulletins, organizational changes, and procedures to administrators, stakeholders, contractors, and engineering staff.
- Work to ensure the smooth and effective functioning of training sessions (both live and e-learning) for all 7K contractors and WMATA engineering staff by managing and coordinating logistics, systems, and vendor relationships for training sessions.
- Inform contractors, employees, and vendors of scheduled training, track all training activity completion, and record training metrics on a timely basis.
- Establish and maintain an efficient document control system.
- Ensure the right version of a document is available to the right people, at the right time.
- Ensure documents are correctly filed, easily retrievable, and stored securely.
- Verify the accuracy and completeness of documents.
- Distribute project-related documents to the internal team.
- Administer document and system access rights, and revision control, to ensure the security and integrity of master documents.
- Coordinate and supervise the allocation of facility office space, cubicle assignments, and interior buildout; the acquisition, storage, and distribution of office supplies; and the purchase, maintenance, and repair of office equipment and technology.
- Coordinate and prepare travel authorizations and reimbursements for managers, staff, and contractors.
- Responsible for the timely and accurate review and approval of applicable invoices.
- Assist with onboarding, offboarding, and training of new administrative staff.
- Complete badge requests for new and rehired contractors, and update badge expiration dates annually for all contractors and vendors.
- Create personnel and overtime approval forms for new and existing contractors.
- Request quarterly criminal background checks from subcontractor companies to be uploaded into ProCor.
- Order personal protective equipment to issue to engineers.
- Schedule appointments, meetings, and reservations as needed.
- Attend meetings and take meeting notes for follow-up and distribution.
Senior Executive Assistant
Delta Decisions - U.S. Department of Homeland Security
Washington
04.2017 - 08.2018
- Served as the executive assistant to the Senior Leadership of the Office of Legislative Affairs (OLA); Senior Leadership consists of the Assistant Secretary (A/S), House Deputy Assistant Secretary, Senate Deputy Assistant Secretary (DAS), and Chief of Staff (COS).
- Functioned as the on-site lead and supervisor for the administrative support team, assigning resources, tasks, and priorities.
- Functioned as the direct interface with the Task Monitor (TM) for day-to-day activities, directives, and tasks.
- Reported directly to the Director of Mission Support/Program Manager, and provided status reports and communications on the functions of the task.
- Retrieved and compiled classified and unclassified data to create daily electronic briefing books to distribute to senior leadership.
- Maintained Senior Leadership appointment calendars, which include scheduling and rescheduling meetings as necessary, and kept Senior Leadership informed of upcoming meetings, commitments, hearings, briefings, and deadlines.
- Served as OLA Scheduler, scheduling various meetings via OLA Scheduler/calendar with internal and external stakeholders and staff for the A/S, providing the appropriate dial-in numbers using external or internal teleconference lines.
- Attended weekly meetings with senior leadership to review the A/S schedule.
- Ensured that all meetings, hearings, and briefings are covered, and schedules have been updated accordingly.
- Tracked and distributed the senior leader's action items to the appropriate program manager and/or directorate.
- Communicated to staff and Leg components, Senior Leadership's request for information for upcoming meetings, hearings, and briefings to assist with strategic planning.
- Updated the National Operations Center (NOC) with OLA senior leadership changes, such as on-boarding and off-boarding, and travel in and out of the National Capital Region.
- Provided clearance verification for senior leadership via the DHS SCI Visit Request Form for various classified briefings and meetings.
- Served as the point of contact for the Office of Legislative Affairs to the Executive Secretariat for the clearance and processing of DHS Secretary and Assistant Secretary requests for briefing book requests.
- Obtained materials pertaining to subjects of correspondence for involved staff members and OLA COS final clearance.
- Screened all correspondence prepared for the A/S signature, including document construction, format, completeness, proper coordination, and compliance with the A/S directions and viewpoints.
- Prepared travel arrangements for senior leadership prior to and after travel completion.
- Maintained a schedule of mandatory training for the department to ensure the timely completion of all required courses by sending out reminders via e-mail, telephone, and meeting announcements.
- Processed Senate ID badge requests (if applicable).
- Ensured all new employees have a Concur profile, a Government Travel Card, a Telework Agreement, and courier cards.
Executive Assistant/Project Coordinator
Gap Solutions, Inc. - U.S. Department of Health and Human Services
07.2009 - 09.2016
- Provided high-level administrative support by assisting in logistical and substantive scheduling, planning and implementation of events/meetings/travel and serving as a point of contact for Deputy Assistant Secretary and the Deputy Director, Office of Policy and Planning
- Managed and maintained executive(s) appointment calendar respective to scheduling and rescheduling via Microsoft Outlook
- Prepared a weekly appointment notebook, including a daily calendar with descriptions of meetings, and any read advanced materials pertaining to meetings
- Update the OPP Divisional binder with weekly division reports to be used for one on one discussion
- Served as a liaison between the directors, staff and operation divisions to assure they are continually informed
- Reviewed and scanned senior management official's documents, e-mails, other files and highlight items of significance for rapid review
- Flagged time sensitive and confidential material for signatures
- Reviewed and studied clerical and administrative work processes to identify, analyze, recommend, and implement solutions to problems in work processes, organizational structure, correspondence, reports tracking, and workload distribution
- Worked with Quality Improvement Manager to plan, organize, direct, and lead personnel through the working process of the quality improvement program throughout ASPR
- Arranged and attend ASPR Strategic Plan meetings and monitor to identify and summarize decisions and commitments; and follow up on action items with working group or support personnel
- Prepared and aided with briefings and presentations on analytical findings and recommendations for the ASPR Strategic Plan to be presented on the quarterly basis to Senior Leadership
- Served as point of contact for the Office of Policy and Planning liaison to Executive Secretariat for clearance and processing
- Performed coordination between program managers, and other ASPR offices
- Monitored and tracked incoming and outgoing correspondence and action documents to ensure responses were prepared and deadlines were met utilizing the SWIFT System (Strategic Work Information and Folder Transfer System; document management system within HHS and other government agencies)
- Proofread and edited packages for processing by the Executive Secretary's office including Federal Register Notices, documents requiring official clearance by National Security Staff or the Executive Office of the President, letters written to the Secretary, information from GAO and members of Congress
- Screened all correspondence prepared for the supervisor's signature, including: document construction, format, completeness, proper coordination, and compliance with the supervisor's directions and viewpoints
- Performed comprehensive review of all incoming correspondence and FOIA (Freedom of Information Act) requests
- Reviewed routine replies, such as acknowledgement and invitation acceptances and declines and inter-office memoranda
- Referred items requiring subject matter expertise to ASPR divisions
- Utilized project management methodologies to aide in the initiation, planning, execution control and closure of SWIFT Task within a given timeframe
- Reviewed task progress and taking corrective actions to maintain agreed upon scope and schedule
- Evaluated Management Controls, Strategic Business Plan, and other measures and metrics
- Arranged and attended various project meetings, i.e
- ASPR Strategic Plan, Scientific Preparedness and Disaster Leadership Group meetings to monitor, identify and summarize decisions and commitments; and followed up on action items with working group or support personnel
- Worked with Quality Improvement Manager to plan, organize, direct, and lead personnel through the work process of the quality improvement program throughout ASPR
Education
High School Diploma -
MacArthur Day School
Washington, DC06-1988
Skills
- Administrative work support
- Coordination skills
- Correspondence review
- Training coordination
- Stakeholder communication
- Documentation and reporting
- Filing and data archiving
- Microsoft Office Suite
- Records retrieval
- Professional communication
- Calendar management
- Confidential document handling
Certification
- Lean Six Sigma White Belt Certification
- Lean Six Sigma Yellow Belt Certification
- Privacy Awareness Training
- Information Systems Security Awareness Training
- Records Management
- EEO Awareness Training
- Introduction to Counterintelligence Training
- 40-Hour Domestic Violence Advocate Core Competency Training
- Recovery Coach Academy Training
- Recovery Partners Motivational Interviewing
- Project Managing and Scheduling (In-Progress)
- District of Columbia Notary - Commission expires November 30, 2026
Volunteer/Community Service
- DC SAFE Domestic Violence Advocate Call-Center
- Clinical Solutions - Peer Specialist
References
References available upon request.
Timeline
Project Administrator
Washington Metropolitan Transit Authority
09.2018 - Current
Senior Executive Assistant
Delta Decisions - U.S. Department of Homeland Security
04.2017 - 08.2018
Executive Assistant/Project Coordinator
Gap Solutions, Inc. - U.S. Department of Health and Human Services
07.2009 - 09.2016
High School Diploma -
MacArthur Day School
Similar Profiles
Shantae King RhyneShantae King Rhyne
Bus Operator at Washington Metropolitan Area Transit AuthorityBus Operator at Washington Metropolitan Area Transit Authority
Carlton Edwin LassiterCarlton Edwin Lassiter
Maintenance Controller/Supervisor at Washington Metropolitan Transit AuthorityMaintenance Controller/Supervisor at Washington Metropolitan Transit Authority
Eric JohnsonEric Johnson
Bus Operator at Washington Metropolitan Area Transit AuthorityBus Operator at Washington Metropolitan Area Transit Authority