Administrative Assistant III - The Henry M. Jackson Foundation for the Advancement of Military Medicine
Bethesda, MD 20814-0000
About the Job
Join the HJF Team!
The Henry M. Jackson Foundation for the Advancement of Military Medicine (HJF) is seeking an Administrative Assistant III who performs a wide range of administrative and clerical duties. 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 support the Designated Federal Official for the USU Board of Regents at Uniformed Services University in scheduling, planning, coordination, support, and execution of the client and Board meetings, to include all efforts required before, during, and after these events.
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:- Perform all scheduling, planning, coordination, support, and execution of the client and Board meetings, to include all efforts required before, during, and after these events. Meetings may be face-to-face, video teleconference, or telephone conversation. Meetings may require short notice planning and execution and are required to be held in compliance with Federal Advisory Committee Act (FACA) “open meeting” requirements. Conduct accessibility checks to ensure all meeting materials and minutes posted to the website comply with Section 508 of the Rehabilitation Act of 1973 requirements.
- Perform all administrative support for meeting execution, to include drafting agendas; drafting and submitting Federal Register Notices; identifying and coordinating speakers and speaker slides; sending invitations to members, guests, distinguished visitors, and members of the public for open meetings; managing attendance responses and member/guest sign in during the meeting; providing for meetings; consolidating and editing notes from members and staff into the appropriate format.
- Support member recruitment according to the needs and functions of the Board and assist with development membership packages for appointments, reappointments, and renewals, performing quality reviews to ensure compliance with governing directives.
- Assist in the travel arrangements for Regents, staff, and invited speakers, in compliance with
DoD guidelines and the Joint Travel Regulations (JTR). - Provide programmatic support to include developing and updating Standard Operating Procedures, updating Board governance documents (i.e., Charter, Bylaws), assist with Annual Comprehensive Review (ACR).
- Draft documents for BOR per direction for recommendations. Schedule preparatory meetings for documents. Provide records management support by maintaining and archiving Board records in accordance with DoD and FACA policies and the appropriate General Records Schedule.
- 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.
Education and Experience
- Associate’s Degree required.
- Minimum of 6-8 years experience required.
Required Knowledge, Skills and Abilities
- Must be familiar and experienced with FACA rules and guidelines. A good understanding the Uniformed Services University and the Military
Health System is preferred. - Knowledge of proper grammar, punctuation, spelling, etc.
- Excellent communication skills.
- Effectively communicate with a diverse group of people.
Ability to obtain and maintain a T1/Public Trust background check
Work Environment
- This position will take place primarily in an office setting.
Note: This work site requires that Non-US Citizen incumbents have lived in the US three out of the past five years.
Some positions or sites may require that the incumbent be fully vaccinated against COVID-19. Proof of vaccination may 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.