Administrative Assistant

To Whom It May Concern,

This letter is to express my interest in the Administrative Assistant position listed.


I have 25 years of experience, including 12 years of technical experience in the fields of health care, public safety, and homeland security.  In the health care sector, I scheduled the patient appointments, surgeries, and tests after verifying any necessary insurance requirements and also handled the necessary paperwork for billing of claims.  I maintained the physician calendars, scheduled travel and prepared expense reports, maintained the rotation schedule for a group of approximately 30 physicians and residents.  In the public safety and homeland security fields, in addition to administrative tasks, I served as the deputy project manager for a critical infrastructure protection program, trained law enforcement officials throughout the NE Florida region, conducted quality assurance on site assessments of high priority assets around the region, performed data entry into our internal data base and a Department of Homeland Security (DHS) data base, and I coordinated with the software vendors and risk consultants.  I am well versed handling sensitive information and I have earned a Federal clearance to view protected critical infrastructure information (PCII & NIPP).

I am excited about the position and the ability to help your company succeed. Thank you in advance for your time.


Please do not hesitate to contact me if you have any questions.  I would appreciate the opportunity to review my qualifications in more detail.


Debbie Swihart


DEBORAH C. SWIHART                         

3004 Beachwood Blvd.                                                (904) 361-8291 (Cell)

Jacksonville, FL 32246                                                                              




2012-Present                River Garden Hebrew Home    Jacksonville, FL

                                    Administrative Assistant

  • Maintain Calendars                                               
  • Schedule meetings and conference rooms
  • Order dept. supplies
  • Prepare and distribute agendas, reports, correspondence
  • Schedule travel and complete appropriate expense reports
  • Maintain Policies and Procedures Files
  • Prepare Purchase Orders & Maintain Tracking System
  • Log Work Orders and Preventative Maintenance Orders
  • Maintain Comprehensive Emergency Management Manuals
  • Maintain Certifications for company
  • Prepare Annual Reviews
  • Prepare On Call Schedules


2010-2012                     Mayo Clinic Florida    Jacksonville, FL

                                    Administrative Assistant

  • Maintain Calendars
  • Schedule meetings and conference rooms
  • Order dept. supplies
  • Prepare and distribute agendas, reports, correspondence
  • Schedule travel and complete appropriate expense reports
  • Enter payroll information
  • Maintain web-page in Contribute/Socrates


2007-2010                     NE Florida Regional Council    Jacksonville, FL

                                    Data Entry Clerk/Analyst, Critical Infrastructure Assessment Program

  • Enter asset information into CITAMS Site Profiler Program
  • Review asset field assessments in system and process invoices
  • Maintain program certificate information and program equipment inventory
  • Train counties in Region 3 RDSTF CITAMS Site Profiler system
  • Prepare reports for Region/County Critical Infrastructure as needed
  • Attend Region & County meetings/training for system and procedures


Administrative Assistant, Emergency Preparedness Programs 

  • Maintain calendar for Director & Program Administrator
  • Attend mitigation and emergency planning meetings
  • Support regional planners as needed  
  • Maintain records of department equipment
  • Support other departments for regional meetings


1999-2007                   University of FL Healthcare, Inc.   Jacksonville, FL

Medical Secretary, Trauma & Critical Care 

  • Maintain calendars for three trauma surgeons
  • Schedule surgeries and meetings
  • Update PCP/Referring physicians on clinic visits and surgery cases
  • Maintain contact with attorneys, etc. regarding depositions/trials
  • Transcribe meeting minutes
  • Maintain office files


Administrative Asst. to Director of Oncology Administration 

  • Maintain payroll for Cancer Services
  • Serve as back-up for Cancer Service Department as needed
  • Review Monthly Budget Reports
  • Maintain FTE Reports
  • Process invoices for Department


Administrative Asst. - Thoracic Oncology Clinic (TOPS) 

  • Print all reports and notes for patient files (Allscripts / Portals)
  • Request all necessary Testing
  • Contact PCPs to request Referrals and Authorizations
  • Schedule appointments in HBOC and PHS
  • Notify patients of their appointments either by mail or by phone
  • Assist physicians with getting patients in and out of clinic


Administrative Asst. to Director of Patient Services and Business Groups 

  • Manage Director’s schedule for meetings and patients
  • Prepare reports for distribution
  • Handle all necessary back up functions of directors
  • Serve as back-up to Executive Asst. to CEO/VP





Word                           PowerPoint                              ESIG

Excel                           Kronos                                     Allscripts

Lotus                           IDX                                         Portal

WordPerfect                HBOC                                      Access

Outlook                       Digital Sandbox Site Profiler    DHS ACAMS

Adobe Contribute/Socrates




  • Digital Sandbox Site Profiler Critical Infrastructure Threat Assessment & Mitigation System;
  • ACAMS (Automated Critical Asset Management System);
  • Protected Critical Infrastructure Information (PCII);
  • National Infrastructure Protection Plan (NIPP);
  • Islam and Islamic Radicalization Workshop Training;
  • Understanding the Dangers of Agro-terrorism;
  • Principles of Preparedness for Agro-terrorism and Food Systems’ Disasters;
  • Principles of Detection and Detection Strategies and Technologies




Critical Infrastructure Threat Assessment and Mitigation System (CITAMS)

Jacksonville, Florida


The Northeast Florida Regional Council (NEFRC), in conjunction with the Jacksonville Sheriff’s Office (JSO), the Florida Department of Law Enforcement (FDLE), and the Jacksonville Urban Area (UASI), has established the Critical Infrastructure Threat Assessment and Mitigation System (CITAMS) as a formal, regional risk and critical infrastructure protection program.  The region contracted with Digital Sandbox to design, develop, deploy, and support the CITAMS computer software system, the tool that supports the program.


CITAMS was deployed in 2008 and has been in use on a daily basis ever since.  It allows for the capture, organization, analysis, and distribution of asset, threat, and mitigation factors related to Critical Infrastructure and Key Resources (CIKR) within the Regional Domestic Security Task Force Region III and the Jacksonville UASI. 


Establishing the Program


Since the formation of the Jacksonville Urban Area (UASI) in FY2005, the region has relied on public safety officials across the region to compile data and information on critical infrastructure, analyze threats and natural hazard that could impact the region, and assess security and vulnerabilities across the region.  The information compiled through these efforts helped the region prioritize activities, support public safety, and respond to data requests from the State of Florida and the Department of Homeland Security (DHS).  These efforts, however, had been largely ad-hoc, generally not easily repeatable, and inconsistently practiced across the region.  Significant labor and expense had been required.


Facing these challenges, beginning in 2007, the JSO, the NEFRC, and representatives from FDLE came together to develop a plan to enhance critical infrastructure protection in the region.  The result of this collaboration was an identified need for a systems-based approach to critical infrastructure protection and ultimately for formalized public safety risk management.




Since the deployment of CITAMS in 2008, the Jacksonville region has established one of the most robust, progressive, and effective critical infrastructure protection programs in the country.   It has catalogued thousands of assets from throughout the region.  It has classified them according to the DHS CIKR taxonomy and it has prioritized them according to criteria relevant to the local jurisdictions. 


The Jacksonville UASI has trained people throughout the region to use CITAMS.  CITAMS managers have approved new critical infrastructure, adjusted vulnerability and consequence values (human, economic, mission, and psychological), and have set strategic planning objectives.  CITAMS assessors have physically visited and assessed hundreds of critical infrastructure sites, creating CITAMS as a single, central repository for vital asset data that can support counter-terrorism initiatives, natural hazard preparedness, special event management, response, and general critical infrastructure protection. 


Next Steps


In late 2010, program management of CITAMS passed from the NEFRC to FDLE.  Public safety agencies throughout the region, led by Jacksonville Sheriff’s Office, have continued to support daily operations, the building and prioritizing of the asset catalog, the updating of the risk inputs, and the assessing of critical infrastructure. 


Training initiatives continue to incorporate new users into CITAMS, leading to an increasingly robust, comprehensive data set.  Efforts are now underway to complete two tasks, both requiring funding:


  1. 1.       Sustain the CITAMS program, which requires management, data analysts, assessors, and maintenance and hosting of the online system.
  2. 2.       Leverage all the work that has been completed over the years to realize new applications of CITAMS, making planning and operations even more effective and efficient throughout the region.  For example, specialized assessments and reporting will allow additional teams to take advantage of assessments already completed.  Mobile applications would increase accessibility of information.  Incorporation of intelligence or fusion elements would provide an even more holistic and localized picture of risk.  These initiatives will be pursued as additional funding can be identified.


FDLE, JSO, and the Jacksonville UASI, in conjunction with its partners, are aggressively seeking opportunities to continue to support and expand the CITAMS program.




Below are three recommendation letters.




May 8, 2007



To Whom It May Concern:


I have had the pleasure of having Debbie Dale as my executive assistant for approximately the last two years.  During this time, I have found her to be an exemplary assistant.  She is a highly motivated individual with a wonderful sense of humor and personality.   She is extremely well trained and brings a wealth of administrative experience.  When presented with a new challenge, Debbie has always risen to the occasion very quickly, asking questions when appropriate but being more than capable of figuring out answers on her own.  She displays a very strong sense of independence and as a result can be relied upon to complete a task.


During my time with her, she has progressively taken on an ever increasing level of responsibility in the management of my affairs.  She has volunteered for extra activities, taking notes at many of my executive meetings, and compiling notes for executive summaries.  I have grown so accustomed to her that I now rely on her to keep my office coordinated and to manage our schedules.  Because of her displayed expertise, she has been encouraged to take on progressive decision making and has excelled at this job.


I cannot recommend an assistant more than I can recommend Debbie.  She is truly a delight to work with and has been a vital function to the running of my office.  I am sure that where ever her future endeavors lead her she will continue to excel and place herself as a vital cog in any company or organization’s machinery.  I would be delighted to discuss her candidacy in person if needed.  Feel free to contact me at any time should you require any more information at (904) 305-1454.






Suneel Khetarpal, MD  FRCSC FACS

Assistant Professor of Surgery






May 12, 2007




Dear Sir or Madam,


It is my pleasure to write this letter on behalf of Ms. Debbie Dale.  I have had the privilege of working with Ms. Dale for the past year at the University of Florida Medical Center in Jacksonville, where she has served for the past five years as the executive assistant to two other trauma surgeons.


Ms. Dale is always my primary source for assistance with whatever I need.  She is organized, efficient, thorough, and complete.  Most importantly, she is enthusiastic, reliable, professional, and always more than willing to help.  She even continuously volunteers to go above-and-beyond the scope of her work to provide support with the important, little things in life, such as the perfectly-timed piece of candy or cup of coffee.  She is both an invaluable resource and a delight to everyone around her.  Ms. Dale has my highest recommendation, and would be an asset to any place of business.






Edward E. Taylor, MD

UF Trauma and Critical Care


December 8, 2009



Reference Letter RE: Debbie Dale


To Whom It May Concern:

I was employed as Program Administrator for Emergency Preparedness Programs (EPP) at the Northeast Florida Regional Council (NEFRC).  During that time, beginning July 16, 2007, I had the pleasure of working with Debbie Dale. Debbie served as Administrative Assistant to the Director and also the Program Administrator as well as also serving in a supporting role for the entire EPP and NEFRC staff.

What most impressed me about Debbie in the job interview for the NEFRC position was her professional, can-do manner as well as her background of working calmly and effectively in a high performance, high stress, demanding medical department.  She had to be very flexible and effective in order to work with and gain the respect of the medical professionals there.  I knew then that she was the candidate for our position; I have never had any reason to regret hiring her for the position, above the minimum salary (not the usual practice at NEFRC).

The NEFRC work environment could also be very performance oriented and high paced with its own stresses and strains.  Debbie has always kept her cool and was always ready to take on another task.  She is a good listener, a good counselor, and can also receive advice and guidance, with discretion; she always could be trusted to work in a professional manner and keep confidences.  She has continued to be flexible and has accepted new challenges and workplace changes at NEFRC.  Debbie is dedicated to giving her best in anything she undertakes; she is persistent but not stubborn and stays on track, but also accepts and thrives in lane changes and U-turns!  All of which makes her well suited for the current work environment.

As a seasoned professional who enjoyed working effectively and efficiently at NEFRC, I recommend Debbie to you as a fellow seasoned professional who provided the excellent support and good, common sense thinking and insights that were essential to our success.  It’s true; we couldn’t have provided such an excellent level of service, both internally and externally, without her.



Charles McCool


  • ID#: 82359
  • Location: Jacksonville, FL , 32246

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