Administrative Assistant 2

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 be in support of the Naval Medical Research Unit San Antonio (NAMRU-SA) at Fort Sam Houston. NAMRU-SA is a major research and development center whose mission is to conduct gap driven combat casualty care, craniofacial, and directed energy research, to improve survival, operational readiness, and safety of Department of Defense (DoD) personnel engaged in routine and expeditionary operations. Its purpose is to provide non-personal support services to NAMRU-SA. Performance will include intramural research and development (R&D) support services for four (4) scientific directorates and their respective departments: Directed Energy Health Effects Directorate (DEHE), Combat Casualty Care and Operational Medicine Directorate (CCC&OM), Craniofacial Health and Restorative Medicine Directorate (CH&RM), and Research Services Directorate (RSD).

This effort primarily entails providing a full range of administrative services which involve planning, coordinating, and executing various operational functions that meet both directorate-level objectives and the command mission. These professional services in the areas of administrative, financial management, information technology, logistics and program management support services.

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.

This position is contingent on contract award.

• Conduct director-level action item tracking and coordination with command and external agencies.
• Coordinate closure strategies for action items with lead directors.
• Draft responses for classified and unclassified action items for government approval.
• Handle classified materials per security instructions.
• Review command documents for compliance with Navy Correspondence Manual and NAMRU-SA front office requirements.
• 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.
• 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.

Education and Experience

• Associate's degree required with 2 years' experience OR documented executive administrative experience of 4 years or greater.

Required Knowledge, Skills, and Abilities

• Knowledge of proper grammar, punctuation, spelling, etc.
• Excellent communication skills.
• Ability to type at least 60 words per minute.
• Operate a word processor or computer.
• Effectively communicate with a diverse group of people.
• US Citizenship and the ability to obtain and maintain a Secret Clearance, including background check and drug screening.
• All staff required to enter the labs shall maintain current certification in American Heart Association Basic Life Support (BLS); American Heart Association Healthcare Provider Course; American Red Cross CPR (Cardio Pulmonary Resuscitation); or equivalent.

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.

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

Any qualifications to be considered as equivalents, in lieu of stated minimums, require the prior approval of the Chief Human Resources Officer.