Administrative Assistant II (Temporary) - Leasing & Renovations

Job Description

Join the HJF Team!

HJF is seeking an Administrative Assistant II 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. Has a general knowledgeable of business unit policies.

This position will support the Leasing & Renovations team, within the Finance Department, located at the HJF Home Office in Bethesda, Maryland.

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.

Responsibilities

• Answers phones and takes and delivers messages. Provides information to callers as needed and appropriate. Answers questions of moderate complexity for callers.
• Sets up and maintains department files and assists with initiating, organizing, completing department projects.
• Maintains supervisor’s calendar and makes arrangements for meetings as necessary.
• Determines new procedures for 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 letters on behalf of the supervisor. 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 role.
  
  

Qualifications

Education and Experience

• High school diploma or GED required; Bachelor’s degree preferred.
• Minimum of 3-5 years of experience is required.
  
  

Required Knowledge, Skills, And Abilities

• Knowledge of proper grammar, punctuation, spelling, etc.
• Coordinate vendor and consultant site visits for renovation and leasing projects, including scheduling, site access, escorting as required, documenting visit outcomes, and following up on action items.
• Ability to coordinate across multiple stakeholders, manage competing priorities, and communicate effectively with vendors, consultants, and internal teams.
• Strong organizational skills with attention to detail, particularly in document management, scheduling, and project tracking.
• Familiarity with facilities management, construction management, leasing, or renovations is a plus.
• Background in accounting preferred.
• Experience with Excel.
  
  

Work Environment

• This position will take place primarily in an office setting.
• This position is part-time up to 19 hours per week.
  
  

Compensation

• The hourly pay range for this position is $25.38-$40.77. Actual hourly pay will be determined based on experience, education, etc.
  
  

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.