Summary

Overview

Work History

Education

Skills

Work Preference

Quote

Interests

Work Availability

Timeline

HEATHER KACHINKO

Nashville,TN

Summary

Experienced professional with a strong background as a Program Coordinator, Event Planner, and Executive Assistant, including fifteen years of expertise in both medical and university settings. Skilled in providing high-level support, managing executive calendars, coordinating travel logistics, and overseeing complex projects and budgets. Demonstrated success in streamlining processes, maintaining confidentiality, and enhancing operational efficiency. Eager to apply my extensive experience in program coordination, event planning, and executive support to optimize executive operations and offer comprehensive assistance to senior leadership.

Overview

years of professional experience

Work History

Program Coordinator, New Venture Development

Vanderbilt University, Center for Technology Transfer and Commercialization (CTTC)

07.2013 - Current

Provide extensive operational support to the New Venture Development team by organizing regular meetings to track team initiatives, and resolving challenges. Oversee calendar management, travel coordination, and expense reimbursements to enhance operational efficiency and reduce administrative workload.
Initiate cross-functional teams to ensure the timely achievement of departmental objectives and critical project milestones.
Develop and systematize operational efficiency by designing and maintaining strategic processes that enhance program implementation and support long-term management.
Manage the complete lifecycle of institutional grant programs for faculty stakeholders, overseeing all stages from pre-award to post-award, ensuring alignment with organizational objectives, maintaining meticulous records, and tracking compliance through monthly progress reports on budget and fund utilization, in adherence to both internal policies and external regulations.
Coordinate all event logistics to ensure exceptional customer service through effective partnership with hotels, vendors, and stakeholders. Manage all aspects of event planning, including logistics, menu, hotel arrangements, agenda, ticketing, and budget management, while coordinating conference setup, design, and execution. Promptly address inquiries to ensure seamless operations and optimal event outcomes.
Maintain departmental website and digital presence for advisory committee members and portfolio companies, ensuring accurate, current, and accessible information for all stakeholders.
Monitor financial performance of portfolio companies by tracking critical financial data and collaborating regularly with senior leadership to assess deliverables and inform strategic decisions.
Facilitate committee meeting involvement by coordinating quarterly advisory council meetings and providing strategic direction and insight to guide new ventures.

Executive Assistant to the Chief Operating Officer

Vanderbilt University Medical Center

01.2010 - 01.2013

Managed executive calendars and coordinated complex travel arrangements, ensuring seamless transitions and minimal disruption to operations.
Streamlined communication as the primary point of contact, overseeing emails, phone calls, and scheduling, while prioritizing incoming requests, managing sensitive communications, and ensuring timely resolution of high-priority matters.
Coordinated high-profile meetings, strategic events, and team-building activities, providing professional administrative support by managing time-sensitive logistics, preparing agendas, recording meeting minutes, and following up on action items to ensure efficient execution under tight deadlines.
Facilitated budget operations by consolidating departmental, divisional, and unit budgets, regularly reviewing financial ledgers for accuracy, resolving discrepancies, and optimizing resource allocation to enhance financial oversight.
Processed travel expenses and reimbursements with precision, ensuring accuracy and timely submission.
Implemented a project management process to optimize milestone tracking, ensuring alignment with organizational objectives and the timely delivery of projects.
Coordinated personnel-related functions, including annual performance reviews, new hire onboarding, and compliance with Human Resources policies, ensuring smooth operational processes.
Designed and maintained an advanced filing system to safeguard confidential information, ensure compliance with confidentiality protocols, track inventory and supplies, and facilitate procurement orders, contributing to efficient and organized daily operations.
Managed a high volume of phone calls and email inquiries, providing prompt, professional responses to all requests.

Education

Completed Coursework Toward Bachelor's Degree -

Belmont University - Adult Degree Program

Nashville, TN

01.2017

Undergraduate Certificate - Vocal Performance

New England Conservatory of Music

Boston, MA

01.1999

Skills

Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
Zoom & Virtual Event Platforms
Trello & Project Management Tools
Visio (for workflows & process design)
Calendly (Scheduling Software

Concur (Expense Reporting)
Eventbrite (Event Registration & Management)
Box (Document Storage & Collaboration)
Oracle (ERP & Database Management)
Inteum (Research Administration Software)

Work Preference

Work Type

Full Time

Work Location

HybridRemote

Important To Me

Work-life balanceCompany CulturePersonal development programsHealthcare benefits

Quote

“What I believe” is a process rather than a finality. Finalities are for gods and government, not for the human intellect.

Emma Goldman

Interests

Writing

Music

Research

Community Service

Work Availability

monday

tuesday

wednesday

thursday

friday

saturday

sunday

morning

afternoon

evening

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