Administrative Assistant III - USU Operations

Join the HJF Team!

HJF is seeking an Administrative Assistant III who performs a wide range of administrative and clerical duties for a department or department manager. Some general tasks include scheduling meetings, arranging travel, preparing reports, space management, event coordination, maintaining calendars, meeting minutes and correspondence, creating and editing documents, spreadsheets and presentations, and some onboarding coordination. Completes more routine tasks independently and relies on guidance from the supervisor for more complex tasks.

This position will be in support of HJF's Uniformed Services University of the Health Sciences (USU) Operations Team.

The Henry M. Jackson Foundation for the Advancement of Military Medicine (HJF) is a nonprofit organization dedicated to advancing military medicine. We serve military, medical, academic and government clients by administering, managing and supporting preeminent scientific programs that benefit members of the armed forces and civilians alike. Since its founding in 1983, HJF has served as a vital link between the military medical community and its federal and private partners. HJF's support and administrative capabilities allow military medical researchers and clinicians to maintain their scientific focus and accomplish their research goals.

• Serves as a primary point of contact for the USU Operations team, liaising information between staff and leadership and responding to inquiries that require interpretation beyond standard operating procedures.
• Communicates and coordinates with USU collaborators and leaders.
• Manages multiple HJF sites' directories, developing and tracking surveys for internal staff and USU leadership, and follows-up on action items with key stakeholders.
• Plans and executes staff appreciation activities, ensuring all logistics, supplies, and communications are handled efficiently.
• Sets up and maintains department files and assists with initiating, organizing, and completing department projects.
• Maintains supervisor's calendar and makes meeting arrangements as necessary. May collect and prepare material for supervisor's use for meetings.
• Determines new procedures for the department as necessary.
• Prepares clerical and administrative functions such as sorting mail, operating automated office equipment, and providing and maintaining department office supplies.
• Performs typing assignments and proofreads all work. Drafts original letters on behalf of the supervisor that require some independent judgement. Maintains and updates databases and spreadsheets as needed.
• Assists with the timely and compliant completion of administrative/security onboarding requirements, including the acquisition of a Common Access Card (CAC) and necessary USU network access.
• May include budgetary responsibility to include plan/forecast under the supervision of leadership.
• May perform other duties and responsibilities as assigned or directed by the supervisor. This may include attendance of and participation in required training for the role.

Education and Experience

• Associate's Degree required.
• Minimum of 6-8 years experience required.

Required Knowledge, Skills and Abilities

• Ability to work independently and exercise sound judgement when solving problems.
• Experience with Microsoft Office and Google Suite platforms.
• Knowledge of proper grammar, punctuation, spelling, etc.
• Excellent communication skills, with the ability to communicate effectively across multiple levels and groups of people.
• Ability to obtain and maintain a T1 Public Trust investigation.

Physical Capabilities

• Lifting: Requires lifting materials up to 10 lbs.
• Ability to stand or sit at a computer for prolonged periods

Work Environment

• This position will take place primarily in an office setting.

Compensation

• The hourly pay range for this position is $29.33 - $40.87. Actual hourly pay will be determined based on experience, education, etc.

Benefits

• HJF offers a comprehensive suite of benefits focused on your health and well-being, from medical, dental, and vision coverage to health savings and retirement plans, and more.

Employment with HJF is contingent upon successful completion of a background check, which may include, but is not limited to, contacting your professional references, verification of previous employment, education and credentials, a criminal background check, and a department of motor vehicle (DMV) check if applicable. Any qualifications to be considered as equivalents, in lieu of stated minimums, require the prior approval of the Chief Human Resources Officer.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information. 41 CFR 60-1.35(c)

Any qualifications to be considered as equivalents, in lieu of stated minimums, require the prior approval of the Chief Human Resources Officer.