Administrative Assistant III - Hiring Immediately

We are searching for an enthusiastic Administrative Assistant III to join our passionate team at The Henry M. Jackson Foundation for the Advancement of Military Medicine in Bethesda, MD.
Growing your career as a Full Time Administrative Assistant III is a fantastic opportunity to develop excellent skills.
If you are strong in planning, problem-solving and have the right mindset for the job, then apply for the position of Administrative Assistant III at The Henry M. Jackson Foundation for the Advancement of Military Medicine today!

Join the HJF 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.

 

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 preparing reports, meeting minutes and correspondence; creating and editing documents, spreadsheets and presentations. Assists in managing schedules, arranging appointments and itineraries and answering and transferring phone calls. Detailed knowledge of business unit policies.

 

This position will be in support of Department of Dermatology at Uniformed Services University of the Health Sciences

• Provides administrative support for the Department of Dermatology with approximately 10 faculty and HJF employees.
• Facilitates the timely completion of faculty appointments and promotions. Provides guidance on appointment criteria, procedures, and required documents to faculty candidates.
• Provides administrative and logistical support for the department’s medical student education program.
• Assists with new employees and medical student onboarding.
• Serves as the point of contact for student clerkship rotations, sending welcome letters, the dermatology rotation guide, and site information.
• Coordinates completion of medical students’ evaluations from the clerkship director and reports their grades in the Empower platform. Requires utilization of Med-hub.
• Answers phones and takes and delivers messages. Provides information to callers as needed and appropriate. Answers questions of moderate complexity for callers.
• Arranges visitor access to the USU site including base access and parking requests.
• Maintains Google calendar and arranges meetings as necessary.
• Provides administrative support on orders and reimbursements, travel requests, and overall management of department administrative actions.
• Determines new procedures for the department as necessary.
• Performs clerical and administrative functions for the department such as sorting mail, operating automated office equipment, and providing and maintaining department office supplies.
• Sets up and maintains department files and assists with initiating, organizing, and completing department projects.
• Performs typing assignments and proofreads all work. Drafts letters on behalf of the department Chair. Maintains and updates databases and spreadsheets as needed.
• 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.

Required Knowledge, Skills and Abilities

• Knowledge of proper grammar, punctuation, spelling, etc.
• Excellent communication skills.
• Ability to type at least 60 wpm, operate a word processor or computer.
• Effectively communicate with a diverse group of people.

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.

 

Education and Experience

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

 

All HJF employees are required to be fully vaccinated against COVID-19. Proof of vaccination or an approved religious or medical accommodation will be required.

 

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.

Benefits of working as a Administrative Assistant III in Bethesda, MD:

● Learning opportunities
● Company offers career progression opportunities
● Attractive package