Administrative Assistant (HQ) - TBICOE

The Henry M. Jackson Foundation for the Advancement of Military Medicine, Inc.; Silver Spring (MD); On-site; USD 40,000 - 55,000; Full time

Job summary

The Henry M. Jackson Foundation for the Advancement of Military Medicine, Inc. (HJF) is seeking an Administrative Assistant to support TBICoE HQ leadership in Silver Spring, MD.

The role includes calendar management, travel coordination, meeting support, document preparation, and records management using Microsoft Office and SharePoint. Responsibilities include handling phone inquiries, arranging meetings and venues, transcribing minutes, and maintaining financial ledgers related to travel and

Qualifications

• Bachelor's Degree required.
• 6-8 years of experience required.
• Proficiency in Microsoft Office suite required.
• Strong organizational and communication skills required.

Responsibilities

• Answer incoming telephone calls for TBICoE HQ.
• Maintain calendar of appointments and coordinate travel and leave schedules.
• Schedule meetings, reserve rooms, issue Teams meeting codes, and transcribe minutes.
• Provide administrative assistance for TBICoE leadership and projects.
• Develop and maintain travel tracking system for conferences, workshops, and site visits.
• Manage travel arrangements, including transportation, lodging, and travel orders.
• Enter travel data into the Defense Travel System (DTS) and coordinate with Budget Office.
• Ensure records management per DHA/DoD policies and assist audits.

Skills

Administrative support

Calendar management

Communication

Travel coordination

Interpersonal skills

Education

Bachelor's Degree

Tools

Microsoft Office

Teams

Outlook

Word

Excel

PowerPoint

SharePoint

EndNote

Job description

Join the HJF Team!

HJF is seeking an Administrative Assistant who performs a wide range of administrative and clerical duties to support the TBICoE HQ leadership to include the Branch Chief, Assistant Branch Chief, and section Chiefs. 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 be in support of the Traumatic Brain Injury Center of Excellence (TBICoE) in Silver Spring, MD. TBICoE is a branch of the Research Support Division in the Research and Engineering Directorate (R&E) of the Defense Health Agency (DHA). DHA is a Federal Program within the Department of Defense (DoD). TBICoE, known previously as the Defense and Veterans Brain Injury Center (DVBIC), has been congressionally mandated since 1992 and is currently a matrixed research, dissemination, and knowledge translation program, supporting warfighter brain health and readiness by advancing the traumatic brain injury state of the science and clinical standards.

TBICoE's mission to support the warfighter is executed through subject matter experts embedded across DHA facilities with expertise in TBI clinical research investigations, surveillance, clinical tool development and training, cognitive monitoring and assessment, and dissemination of TBI tools, products, and education/training materials to DoD medical personnel, service members, including Guard, Reserve, and operational medics/corpsmen, veterans with TBI, and families/caregivers of the warfighter

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.

• Answering incoming telephone calls for TBICoE HQ.
• Maintain calendar of appointments for TBICoE HQ office, including the scheduling of appointments, events, conferences, travel and leave schedules for TBICoE leadership. This will require the contractor to coordinate multiple schedules and have knowledge of the supervisor's and staff schedules, as well as previous commitments.
• Schedule meetings (in person and online), reservation of conference/meeting rooms, issuance of Teams' numbers for meetings, recording and transcription of meeting minutes and other logistical support associated with setting up and conduction of meetings.
• Provide administrative assistance to TBICoE leadership for organizing and completing Branch, Section, and office related projects and tasks.
• Will utilize Microsoft Office software to include Teams, Word, Outlook, Excel, and Power Point, and other tools within Microsoft Office suite or other required programs, as needed.
• Will utilize SharePoint software (or other internal/intranet platforms) to include uploading and logging out of material and managing documents within the software.
• Appropriate delivery of mail and other packages.
• Other tasks associated with executive/administrative support functions.
• Arranges conference rooms, meeting invites, and is POC for TBICoE senior leadership calendar.
• Develop and maintain a system to record and track all TBICoE travel, to include conferences, workshops, speaking engagements, lectures, events, and site visits. This system is to also track any due outs from the travel, such as briefings, reports, etc.
• Manage transportation and hotel reservations, arrange schedules of visits, notify organizations and officials to be visited, arrange local transportation, initiate country theater clearance requests and visits to embassies for visa/passport services and prepare travel orders and travel settlement vouchers for both Government employees and Contractor personnel.
• Enter information into the Defense Travel System (DTS) as related to travel activities.
• Responsible for ensuring appropriate travel coordination between TBICoE HQ and DAD-MA Budget Office.
• Maintain accurate financial ledgers related to funds expended in support of travel, registration fees, training costs, shipments, and their postings to the appropriate cost centers and projects.
• Arrange domestic and international travel for Government staff, including uniformed service and GS employees.
• Responsible for ensuring documents that require the Branch Chief (or designee)'s signature are properly prepared and tracked to completion.
• Works under the guidance of Deputy PM to execute records management best practices across TBICoE to include:
• Facilitates records management upkeep to include overall management and maintenance of TBICoE's records management program per DAD-MA and DHA guidance and policies, to include routine management and maintenance of TBICoE's Records Repository and records management plan.
• Supports routine training on records management to ensure all contract staff are properly maintaining official government documents per DHA and DoD record management policies, to include naming conventions and other best practices.
• Assists with routinely updating TBICoE's records management plan to account for executing internal and external audits of its records management system. Following an audit report, any discrepancies noted will be immediately corrected and brought to the attention of the MSO Chief, COR, and TBICoE's Record Management's liaison.
• Other duties as assigned.

Education and Experience

• Bachelor's Degree required.
• Minimum of 6-8 years' experience required.

Required Knowledge, Skills and Abilities

• Knowledge of the duties, priorities, commitments, policies and program goals of the organization is required.
• Ability to use sound judgment in problem solving and excellent interpersonal and communications skills required.
• Ability to coordinate complex issues at any given time required.
• Ability to anticipate needs, take initiative and strong attention to details.
• Must adhere to legal, professional and ethical codes with respect to confidentiality and privacy.
• Must have proficiency in Microsoft Office software to include Teams, Word, Outlook, Excel, PowerPoint, and EndNote.
• May require US Citizenship and the ability to obtain and maintain a T3/Secret Clearance.

Physical Capabilities

• Lifting: Requires lifting materials up to 25 lbs.
• Ability to stand or sit at a computer for prolonged periods.

Work Environment

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

Compensation

• The hourly pay range for this position is $29.33-$39.97. 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.