Educational Administrative Specialist II - PESMOA

The Henry M. Jackson Foundation for the Advancement of Military Medicine; Bethesda (MD); On-site; USD 31,000 - 43,000; Full time

Benefits offered by this job

Medical, dental, vision coverage

Retirement plans

Job summary

The Henry M. Jackson Foundation for the Advancement of Military Medicine (HJF) seeks an Educational Administrative Specialist II to provide administrative and educational support to the SOM education programs in Bethesda, MD.

The role supports multiple curriculum components and coordinates with module directors, faculty, and students. Responsibilities include managing calendars, room reservations, Canvas course materials, and data reporting to support curriculum mapping.

Qualifications

• Associate's Degree required.
• Minimum of 3–5 years experience required.

Responsibilities

• Provides direct administrative support to pre- and post-clerkship Module Directors, coordinating activities for the 4-year Molecules to Military Medicine curriculum.
• Delivers comprehensive support to seven pre-clerkship Module Director pairs and post-clerkship "Bench to Bedside and Beyond" directors.
• Manages daily activities for over 520 medical students and 250 faculty members, including preparing, editing, and posting curricular materials on Canvas.
• Submits annual room reservations and responds promptly to faculty and student inquiries across multiple channels.
• Maintains Google Calendar schedules, coordinates small group room assignments, and manages student and faculty placements via Canvas.

Skills

Administrative support

Education administration

Microsoft Office

Google Suite

Canvas LMS

Communication skills

Organization

Education

Associate's Degree

Tools

Adobe Acrobat

Excel

Canvas LMS

Job description

Join the HJF Team!

HJF is seeking an

Job Description

Join the HJF Team! HJF is seeking an Educational Administrative Specialist II to perform a wide variety of administrative and educational duties in support of the assigned education institution, school or learning department.

This position will be in support of the SOM (F. Edward Hebert School of Medicine) at USU (Uniformed Services University) in Bethesda, MD.

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 direct administrative support to pre- and post-clerkship Module Directors, coordinating activities for the 4-year Molecules to Military Medicine curriculum.
• Delivers comprehensive support to seven pre-clerkship Module Director pairs and post-clerkship "Bench to Bedside and Beyond" directors.
• Manages daily activities for over 520 medical students and 250 faculty members, including preparing, editing, and posting curricular materials on Canvas.
• Submits annual room reservations and responds promptly to faculty and student inquiries across multiple channels.
• Maintains Google Calendar schedules, coordinates small group room assignments, and manages student and faculty placements via Canvas.
• Tracks student quiz and assignment completion, and designs, compiles, and reports on periodic survey data.
• Demonstrates advanced proficiency in Microsoft Office, Adobe Acrobat, and Google Suite (Forms, Sheets, Meet, Drive), as well as the Canvas LMS, to maintain course materials, update the Molecules to Military Medicine website, and manage web links.
• Uploads, retrieves data, and compiles reports to support the school's curriculum mapping program.
• Maintains electronic databases to track student progress and participation, assists with educational evaluations, performs data entry, and generates analytical reports for faculty and staff.
• Helps faculty sort through the National Board of Medical Examiners (NBME) database to develop module-specific exams.
• Coordinates base access, parking, and transportation for visiting faculty, guest speakers, and students attending off-site activities like the National Capital Simulation Center.
• Provides supplemental administrative support for educational committees and conferences, including managing databases, preparing reports, and publishing committee summaries on the Office of Medical Education website.
• May perform other duties and responsibilities as assigned or directed by the supervisor. This may include attendance of and participation in required training for the role.

Qualifications

Education and Experience

• Associate's Degree.
• Minimum of 3-5 years experience required.

Required Knowledge, Skills, And Abilities

• Work independently and in a timely manner.
• Strong attention to detail.
• Requires exceptionally strong organizational skills in order to simultaneously plan, monitor, track, and execute a wide variety of ongoing and/or high visibility actions in different functional areas at the same time.
• Exemplary oral and written communication skills in order to prepare accurate, timely, and grammatically correct reports, briefings and other communications. Must be able to foster clear and effective, bi-directional communication and collaboration with a wide range of personnel representing a broad range of educational and cultural diversity.
• Strong interpersonal skills, to include the ability to effectively, expertly, and respectfully, communicate, collaborate, and work with a diverse array of personnel. This includes the ability to function as a fully contributing member of a high performing team.
• Requires knowledge of and skill in the use of various automated systems, to include, but not limited to, the most current, and full array of programs associated with Microsoft Office, specifically Microsoft Excel, and Adobe Acrobat, as well as with Google Suite.
• Although not required, experience with the learning management system Canvas is strongly desired, as is an ability to assist other faculty/staff members, and/or to ‘trouble-shoot’ Canvas related issues as needed.
• Knowledge in designing, coordinating, developing, documenting, and communicating components of graduate level medical curricula, specifically curricula pertaining to the education of medical students is strongly desired.
• Ability to obtain and maintain a T1 Public Trust background check.

Physical Capabilities

• Lifting: Requires lifting materials up to 15 lbs.
• Ability to stand, walk, 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 $22.16-$31.26. 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.