Administrative Assistant I

Join the HJF Team!

HJF is seeking an Administrative Assistant I to perform a wide range of administrative and clerical duties for a Program Management Office (PgMO). The incumbent is responsible for providing administrative support to the Diagnostics and Countermeasures Branch (DCB), in the Center for Infectious Disease Research (CIDR) at the Walter Reed Army Institute of Research (WRAIR). The incumbent will be responsible for supporting the Program Management Office (PgMO) to centralize key activities such as purchasing, In-Processing new employees and Out-Processing employees leaving, purchasing, and meeting coordination to streamline the work effort. The incumbent will also serve as the main point of contact for DCB's PgMO. This position will require an individual to travel between Bethesda, MD and Silver Spring, MD a minimum of three days per week.

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.

• Works with new DCB staff on In-Processing and orientation requirements for DCB, WRAIR and HJF; tracks completion of all activities required for proper on-boarding and termination of staff as needed
• Ensures all paperwork is completed, submitted, and personnel information tracked in order to provide timely reports on personnel information to the Program Manager.
• Provides administrative support to PgMO to include drafting memos, other correspondence, and Department-wide communications.
• Helps to maintain the Department's calendar by planning and scheduling meetings, conferences, teleconferences and Department wide events.
• Communicates with internal staff and external customers as needed.
• Routinely handles confidential and sensitive information, to support the Department's personnel hiring actions.
• Creates new purchase orders, tracks existing orders and works with the PgMO and purchasing to streamline purchasing for all Department Units.
• Assist to the PgMO to streamline, process, and track completion of all requirements related to travel requests through HJF Corporate.
• Participates in DCB calls and other Department meetings, provide meeting summaries and tracks completion of meeting action items.
• Maintains an organized, efficient, and accessible electronic filing system.
• Manages and tracks the Department office supplies, and files.
• Maintains the Department Organizational Chart, phone roster, Emergency Contact List and other Department specific information as required.
• Required to travel to the WRAIR location weekly or as needed to in-process and out-process employees.
• May perform other duties and responsibilities as assigned or directed by the supervisor.

Education and Experience

• High School Diploma required; Bachelor's degree preferred.

• Minimum of 0-2 years experience required.

Required Knowledge, Skills and Abilities

• Excellent written and oral communication skills.

• Ability to succinctly capture decisions and action items during meetings, and to write clear and concise meeting summaries.

• Ability to work independently once trained, excellent record keeping skills, excellent interpersonal and communication skills.

• Ability to multi-task and to prioritize work to meet deadlines.

• Ability to identify areas for process improvement for better efficiency.

• Experience with Macintosh and PC related software to include EXCEL, Word, PowerPoint.

• Preferred experience with Smartsheet.
• Ability to obtain and maintain a T1/Public Trust background check.

Work Environment

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

Compensation

• The hourly pay range for this position is $20.99 - $24.04. 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.