Administrative Assistant III - PESMOA

Job Description

Join the HJF Team!

HJF is seeking an Administrative Assistant III who provides comprehensive administrative support to departmental leadership in a high-volume, complex environment, including preparation of reports, correspondence, and briefing materials. Coordinates schedules, meetings, and engagements while managing communications and serving as a point of contact for internal and external stakeholders. Develops, maintains, and updates documents, databases, and tracking systems to support operational efficiency and compliance. Applies working knowledge of organizational policies and procedures to ensure accuracy, consistency, and timely execution of administrative functions.

This position will be in support of the School of Medicine Department of Psychiatry (SOM-PSY), located in Bethesda, MD. To learn more about the position - https://sites.google.com/usuhs.edu/psy-national/home.

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

• Provides high-level administrative support to the Department Chair and Administrative Officer by managing complex workflows, prioritizing competing demands, and ensuring timely execution of critical tasks across a large department.
• Coordinates and executes logistics for departmental events and engagements, including global grand rounds, visiting faculty, and official meetings, ensuring effective planning, communication, and material preparation.
• Supports the full faculty life cycle, including appointments, annual promotions, faculty development activities, and required compliance documentation.
• Prepares, tracks, and processes memoranda, funding requests, and internal/external taskers, ensuring accuracy, completeness, and adherence to deadlines and regulatory requirements.
• Maintains operational continuity by monitoring administrative functions, providing backup support as needed, and ensuring consistent coverage in a resource-constrained environment.
• Facilitates coordination across internal and external stakeholders while supporting onboarding, personnel tracking, centralized administrative processes, and continuous improvement of department workflows.
• Performs a range of additional duties assigned that are consistent with the scope and level of the position, including required training, professional development, and other activities necessary to support departmental operations.
  
  

Qualifications

Education and Experience

• Associate’s Degree required, Bachelor's degree preferred within healthcare or education.
• Minimum of 6-8 years experience required.
  
  

Required Knowledge, Skills And Abilities

• Knowledge of proper grammar, punctuation, spelling, etc.
• Excellent communication skills.
• Experience with Microsoft Office & Google suite.
• Effectively communicate with a diverse group of people.
• Strong professional initiative, proactive problem-solving, self-starter, ability to work independently.
• Effectively communicate with a diverse group of people, ability to clearly articulate ideas to senior leadership, strong presentation skills, effective stakeholder communication.
• 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 $29.33 - $43.86. 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.