Summary
Overview
Work History
Education
Skills
Websites
Languages
Generic

Aleksandra Kepczynska

Sydney,NSW

Summary

Project Administrator with passion for talent development through team building. Comprehensive background includes experience in the public and non-governmental sectors, with a strong focus on finance and project management. Dedicated to following through on full project lifecycles to provide exceptional outcomes.

Overview

15
15
years of professional experience
2
2
Languages

Work History

Administrative Support Officer

Transport for NSW
11.2022 - 02.2024
  • Maintained accurate records of all purchasing activities, ensuring compliance with company policies and industry regulations.
  • Computed and created purchase orders to monitor stock levels, verify purchase requisitions and expedite customer orders.
  • Conducted regular supplier evaluations to identify areas for improvement, fostering continuous growth and development within supply chain.
  • Worked well in team setting, providing support and guidance.
  • Gained extensive knowledge in data entry, analysis and reporting.
  • Developed strong communication and organizational skills through working on group projects.
  • Maintained effective and lasting vendor relationships through dynamic communication, collaboration, and intelligent questioning skills.

EU & International Project Administrator

University of Warsaw
11.2020 - 08.2022
  • Established effective relationships with key stakeholders both internally and externally for increased collaboration opportunities.
  • Ensured compliance with company policies and industry regulations throughout all stages of given project's lifecycle.
  • Collaborated with cross-functional teams to ensure seamless project integration and alignment with organizational goals.
  • Assisted in preparation of final project reports and presentations.
  • Supported writing numerous project proposals, and preparing budgets and schedules.
  • Enhanced project efficiency by streamlining communication channels and implementing effective tracking systems.
  • Identified and eliminated financial risks through additional training.
  • Established strong relationships with internal departments such as finance and procurement for smooth collaboration in meeting project requirements.
  • Supported senior management in strategic planning activities related to future projects or initiatives within organization.
  • Maintained accurate records of all project-related expenses to facilitate budget tracking and financial reporting.
  • Cultivated interpersonal skills by building positive relationships with others.
  • Used strong analytical and problem-solving skills to develop effective solutions for challenging situations.
  • Demonstrated strong organizational and time management skills while managing multiple projects.

Team Coordinator

Warsaw Genomics
07.2020 - 10.2020
  • Team coordination and cooperation with other units in fast-paced environments (COVID-19 pandemic).
  • Assigned various tasks to group members according to skills and experience to achieve maximum productivity.
  • Managed inventory of parts and components.
  • Worked with customer service representatives to handle escalated customer issues.
  • Increased team efficiency by streamlining communication channels and implementing task management software.

Development Coordinator

Change4Good not-for-profit
08.2019 - 03.2020
  • Explored potential fundraising avenues through comprehensive assessment of donor criteria, collaborated with team members to gather diverse perspectives, synthesized ideas into unified concept, and crafted compelling proposals and budgets.
  • Assisted in preparing annual reports showcasing organization's achievements, providing transparency and demonstrating impact to stakeholders.
  • Served as primary contact for external inquiries from prospective partners, providing timely and accurate information about organization.
  • Monitored grant spending to ensure compliance with funder requirements, maintaining positive relationships with granting organizations.
  • Cultivated interpersonal skills by building positive relationships with others.
  • Resolved problems, improved operations and provided exceptional service.

Development Coordinator

NGO "Find help" (Znajdź Pomoc)
08.2019 - 03.2020
  • Developed concepts for community-focused initiatives aligned with organization's mission.
  • Collaborated with project managers to ensure timely completion of development projects, leading to satisfied donors and partners.
  • Evaluated grant-funded programs for effectiveness and impact, providing valuable feedback for future funding opportunities.
  • Assisted in preparing annual reports showcasing organization's achievements, providing transparency and demonstrating impact to stakeholders.
  • Streamlined grant application processes, resulting in increased number of successful submissions and awards.
  • Monitored grant spending to ensure compliance with funder requirements, maintaining positive relationships with granting organizations.
  • Prepared grant proposals under tight deadlines.
  • Cultivated interpersonal skills by building positive relationships with others.
  • Demonstrated strong organizational and time management skills while managing multiple projects.
  • Resolved problems, improved operations and provided exceptional service.

Head of Administrative Department

Institute of Law Studies, Polish Academy of Sciences
02.2018 - 07.2019
  • Optimized workflow processes by identifying bottlenecks and implementing practical solutions to remove obstacles hindering productivity levels.
  • Coordinated office events, seminars and meetings for staff and clients.
  • Delivered exceptional customer service by addressing inquiries promptly and resolving issues efficiently, maintaining positive department reputation.
  • Led and managed operational and strategic planning, fiscal management and administrative oversight of facilities, equipment and personnel.
  • Cultivated strong relationships with vendors and partners supporting administrative operations.
  • Promoted culture of accountability within department by setting clear expectations for staff performance outcomes and providing regular updates on progress towards goal achievement.
  • Created organized filing system to manage department documents.
  • Created reports, presentations and other materials for executive staff.
  • Organized and updated databases, records and other information resources.
  • Educated and assisted faculty, staff and students in navigating applicable regulations, policies and procedures.
  • Enhanced departmental communication by developing clear channels for staff collaboration and information sharing.
  • Cultivated strong relationships with key stakeholders through consistent engagement and proactive communication efforts.
  • Negotiated and executed contracts on behalf of department.
  • Implemented project management techniques to overcome obstacles and increase team productivity.
  • Used strong analytical and problem-solving skills to develop effective solutions for challenging situations.
  • Provided professional services and support in dynamic work environment.
  • Strengthened communication skills through regular interactions with others.
  • Proven ability to develop and implement creative solutions to complex problems.
  • Identified issues, analyzed information and provided solutions to problems.
  • Participated in team projects, demonstrating ability to work collaboratively and effectively.
  • Excellent communication skills, both verbal and written.
  • Used critical thinking to break down problems, evaluate solutions and make decisions.

Head of Project Management Office

Faculty of Geography and Regional Studies, University of Warsaw
10.2016 - 01.2018
  • In charge of coordinating work plans and task assignments within PSO team, ensuring alignment of competencies across Faculty departments, creating and refining comprehensive reporting framework for grants-related needs, and cultivating positive working relationships between researchers and administration.
  • Improved stakeholder satisfaction by maintaining transparent communication channels and providing regular progress updates.
  • Scheduled and facilitated meetings between project stakeholders to discuss deliverables, schedules and conflicts.
  • Facilitated workshops to collect project requirements and user feedback.
  • Maintained open communication by presenting regular updates on project status to customers.
  • Drafted project reports to identify successful outcomes, insights and future recommendations.
  • Ensured compliance with regulatory requirements by staying informed about industry developments affecting organization''s operations or projects it undertakes.
  • Coordinated material procurement and required services for projects within budget requirements.
  • Mentored junior project managers in best practices, fostering culture of continuous learning within team.
  • Achieved project deadlines by coordinating with contractors to manage performance.
  • Coordinated with cross-functional teams to resolve project issues and mitigate risks.
  • Developed comprehensive project plans outlining scope, budget, timeline, and deliverables to ensure successful execution from initiation to closure.
  • Mitigated project risks with proactive planning and consistent monitoring of potential issues throughout project lifecycle.
  • Delivered projects on time and under budget by diligently overseeing resource utilization, cost control measures, and scope management.
  • Identified plans and resources required to meet project goals and objectives.
  • Demonstrated respect, friendliness and willingness to help wherever needed.
  • Acted team leader in group projects, delegating tasks and providing feedback.

Dean's Plenipotentiary for Research Management

Faculty of Geography and Regional Studies, University of Warsaw
03.2015 - 09.2016
  • Managed budgetary responsibilities effectively, ensuring proper allocation of funds to support essential operations and growth opportunities.
  • Communicated with university administrators and researchers.
  • Secured funding through grant writing efforts, providing resources for new initiatives and research projects.
  • Increased faculty engagement by organizing professional development workshops and promoting mentorship opportunities within department.
  • Championed cutting-edge research projects within department, supporting faculty-led initiatives that contributed to advancements in their respective fields.
  • Streamlined administrative processes for increased efficiency, resulting in reduced workload for faculty members.
  • Excellent communication skills, both verbal and written.
  • Strengthened communication skills through regular interactions with others.
  • Passionate about learning and committed to continual improvement.
  • Demonstrated creativity and resourcefulness through development of innovative solutions.
  • Completed paperwork, recognizing discrepancies and promptly addressing for resolution.
  • Demonstrated high level of initiative and creativity while tackling difficult tasks.
  • Self-motivated, with strong sense of personal responsibility.
  • Organized and detail-oriented with strong work ethic.
  • Identified issues, analyzed information and provided solutions to problems.

Accounting Clerk/specialist in Financial and Economical Department

Faculty of Geography and Regional Studies, University of Warsaw
07.2010 - 02.2015
  • Maintained clean and organized files by keeping accounts payable records up-to-date.
  • Analyzed financial discrepancies and provided solutions for accurate financial records.
  • Reconciled account information and reported figures in general ledger by comparing to bank account statement each month.
  • Applied proper codes to invoices, files, and receipts to keep records organized and easily searchable.
  • Managed accounts payable and receivables and payroll.
  • Provided exceptional customer service when addressing client inquiries related to invoices, payments, or account balances.
  • Achieved prompt expense reimbursements for staff members by accurately verifying receipts against policy requirements before submission.
  • Matched purchase orders with invoices and recorded necessary information.
  • Demonstrated adaptability by learning new software tools and accounting practices, ensuring continued professional development and growth.
  • Analyzed and verified employee expense reports for accuracy.
  • Gathered, evaluated and summarized account data in detailed financial reports.
  • Created detailed expense reports to facilitate reimbursement for business expenses incurred.
  • Identified and resolved internal accounting variances, promoting data accuracy.
  • Completed financial reports, providing insight into performance, operations, and cash flow.
  • Managed and responded to correspondence and inquiries from customers and vendors.
  • Managed complex problem-solving for upper management in order to complete projects on-time and within budget.
  • Compiled budget figures by reviewing past budgets, evaluating estimated income, and assessing expenses.
  • Supported audit preparations through meticulous documentation review and prompt response to auditor inquiries.
  • Supported management by processing invoices and documents with consistent on-time delivery.
  • Reconciled accounts, managed audits and updated financial records with remarkable accuracy.
  • Used accounting software to prepare weekly and monthly financial reports.
  • Used strong analytical and problem-solving skills to develop effective solutions for challenging situations.
  • Collected, arranged, and input information into database system.

Office Coordinator

Faculty of Geography and Regional Studies, University of Warsaw
01.2009 - 06.2011
  • Improved client satisfaction by promptly responding to inquiries and professionally resolving issues.
  • Organized spaces, materials and catering support for internal and client-focused meetings.
  • Coordinated special projects and managed schedules.
  • Managed scheduling for multiple employees, ensuring optimal coverage during peak business hours.
  • Organized company meetings and scheduling for eight-employee team.
  • Developed internal requirements and standards to minimize regulatory risks and liability across programs.
  • Managed compliance to keep organization operating within legal and regulatory guidelines.
  • Managed office activities by maintaining communication between clients, tracking records, and filing all documents.
  • Developed and maintained successful relationships with vendors, suppliers and contractors.
  • Managed budgeting process for office expenses, tracking expenditures to ensure compliance with financial guidelines.
  • Organized team workload and prioritized tasks to streamline office functions in deadline-driven environment.
  • Served as point of contact for clients visiting office, providing exceptional customer service that led to increased client retention rates.
  • Answered and managed incoming and outgoing calls while recording accurate messages for distribution to office staff.
  • Supported executive staff members with calendar management, travel arrangements, and meeting coordination.
  • Managed office operations while scheduling appointments for department managers.
  • Organized meetings for executives and coordinated availability of conference rooms for participants.
  • Created, maintained and updated filing systems for paper and electronic documents.
  • Completed paperwork, recognizing discrepancies and promptly addressing for resolution.

Education

Diploma of Project Management - Project Management

Australian College of Business Intelligence Pty Ltd.
Sydney, NSW
09.2023

Postgraduate Diploma - Leadership Psychology

University of Warsaw
Warsaw, Poland
05.2018

Postgraduate Diploma - Higher Education Administration

University of Warsaw
Warsaw, Poland
06.2016

Master of Arts - Strategic Planning of Regional and Local Development

University of Warsaw
Warsaw, Poland
04.2015

Postgraduate Diploma - Managing Commercialization of Research Results

University of Economics And Innovation in Lublin (WSEI)
Lublin, Poland
02.2012

Bachelor of Arts - Spatial Development

University of Warsaw
Warsaw, Poland
06.2008

Skills

  • Problem-solving
  • Decision-making
  • Relationship building
  • Teamwork and collaboration
  • Effective communication
  • Presentation skills
  • Multi-project coordination
  • Project planning & reporting
  • Organization and time management
  • Administrative & financial management
  • Documentation management
  • Microsoft Office

Websites

Languages

English
Professional Working
Polish
Native or Bilingual

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Aleksandra Kepczynska