Administrative Assistant III - Translational Medicine

The Henry M. Jackson Foundation for the Advancement of Military Medicine, Inc.; Bethesda (MD); On-site; USD 61,000 - 75,000; Full time

Benefits offered by this job

Health benefits

Retirement plans

Job summary

The Henry M. Jackson Foundation for the Advancement of Military Medicine, Inc. seeks an Administrative Assistant III - Translational Medicine to support the USU Department of Medicine, Translational Medicine Unit.

The role involves preparing reports, meeting minutes, editing documents, managing calendars, and handling inquiries. You will coordinate spaces, travel, onboarding, and compliance tasks, maintain files, and assist with proposals and deliverables in a clinical research setting.

Qualifications

• Bachelor's Degree required.
• Minimum 6–8 years of experience in administration.
• Strong written and verbal communication skills.
• Experience with clinical trials or federal research administration is preferred.

Responsibilities

• Serve as front-office contact for visitors, staff, and collaborators.
• Coordinate scheduling and use of study spaces and calendars.
• Maintain project trackers, logs, and reporting deadlines.
• Prepare reports, meeting minutes, and correspondence.
• Assist with travel, onboarding, and office logistics.
• Maintain organized files and participate in proposal support.

Skills

Front-office coordination

Scheduling management

Communications

Typing 60 wpm

Report preparation

Meeting minutes

Education

Bachelor's Degree

6–8 years experience

Job description

Join the HJF Team!

HJF is seeking an Administrative Assistant III - Translational Medicine 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. Detailed knowledge of business unit policies.

This position will be in support of the USU Department of Medicine, Translational Medicine Unit. The Translational Medicine Unit (TMU) supports a diverse portfolio of clinical and translational research focused on advancing the prevention, diagnosis, and treatment of infectious diseases and other conditions affecting military and civilian populations. TMU supports research ranging from early-stage scientific development through clinical trials, including vaccine, therapeutic, and medical countermeasure studies. The unit works collaboratively with investigators, federal partners, academic institutions, industry sponsors, and clinical research sites to coordinate and execute complex research programs.

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.

• Serve as the front-office point of contact for visitors, research participants, staff, and collaborators.
• Coordinate scheduling and use of clinical, laboratory, conference, and study spaces.
• Maintain shared calendars for study visits, meetings, inspections, equipment use, and important deadlines.
• Coordinate office, clinical, and laboratory supply inventories; prepare purchase requests; track orders; and follow up on delayed items.
• Maintain project trackers, spreadsheets, action-item logs, deliverable calendars, and recurring reporting deadlines.
• Track agreements, purchase orders, invoices, funding actions, training requirements, and administrative approvals.
• Organize meeting agendas, take notes, document decisions, and track assigned follow-up actions.
• Maintain organized electronic and paper files, including project correspondence, administrative records, SOPs, and reference documents.
• Support onboarding and offboarding of staff, including workspace, access, equipment, training, and orientation checklists.
• Coordinate routine facility, IT, equipment-maintenance, and service requests and follow them through completion.
• Assist with travel, meeting logistics, visitor access, conference registration, and preparation of briefing materials.
• Maintain contact lists, distribution lists, organizational charts, staffing rosters, and project directories.
• Help prepare routine status reports, project summaries, budget spreadsheets, presentations, and administrative sections of proposals.
• Track regulatory or compliance deadlines, including EPA-related documents when applicable, without serving as the primary regulatory specialist.
• Identify administrative bottlenecks and develop standardized templates, checklists, and workflows to improve office efficiency.

Education and Experience

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

Required Knowledge, Skills and Abilities

• Knowledge of proper grammar, punctuation, spelling, etc.
• Excellent communication skills.
• Ability to type at least 60 wpm, operate a word processor or computer.
• Effectively communicate with a diverse group of people.
• Experience with clinical trials, federal research administration, and/or U.S. Environmental Protection Agency (EPA) regulatory processes is preferred.
• Ability to obtain and maintain a T1/Public Trust background check.

Physical Capabilities

• Lifting: Requires lifting materials up to 25 lbs.
• Ability to stand or sit at a computer for prolonged periods.
• Ability to climb, pull, and lift heavy objects.

Work Environment

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

Compensation

• The annual salary range for this position is $61,006.40 - $75,000.00. Actual salary 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.