Program Coordinator - PESMOA

The Henry M. Jackson Foundation for the Advancement of Military Medicine; Bethesda (MD); On-site; USD 53,000 - 69,000; Full time

Job summary

The Henry M. Jackson Foundation for the Advancement of Military Medicine (HJF) in Bethesda, MD, is seeking a Program Coordinator to provide administrative and clerical support to the Chair of the Medicine department.

You will plan, organize, and coordinate meetings, manage records and correspondence, and serve as the primary contact for internal and external stakeholders, while upholding strict confidentiality and professional standards.

Qualifications

• Bachelor's degree required.
• 0-2 years experience required.
• Excellent oral and written communication skills.
• Ability to obtain and maintain a T1 Public Trust background check.
• Familiarity with AI applications to improve work efficiency.
• Fluency in Google (Docs, Sheets, Slides, Calendar, etc.) and Microsoft Office.

Responsibilities

• Prepares and edits correspondence, memoranda, abstracts, manuscripts, and grant proposals.
• Drafts responses based on established knowledge and prior documentation; supports senior staff.
• Provides admin support and maintains organized records; conducts literature searches (PubMed).
• Arranges conferences and meetings for the Chair and prepares meeting materials.
• Manages records and retrieval systems; serves as Records Manager.
• Acts as primary contact for calls, visitors, and correspondence; maintains professional service.
• Maintains effective communication with internal and external stakeholders.
• Schedules in-person and virtual meetings with diverse faculty; handles confidential matters.
• Screens calls and coordinates office visits; engages with high-level contacts with tact.
• Supports seminars and Grand Rounds; coordinates visitor logistics with Base Security.
• May perform other duties as assigned by supervisor.

Skills

Communication

Oral communication

Written communication

Google Workspace

Microsoft Office

Detail orientation

AI familiarity

Education

Bachelor's degree

Tools

PubMed

Google Docs

Google Sheets

Google Slides

Microsoft Word

Microsoft Excel

PowerPoint

Job description

Join the HJF Team!

HJF is seeking a

Program Coordinator

to provide administrative and clerical support to the Chair of the department, relating to the programs within the Medicine department. The Program Coordinator will exercise considerable latitude and professional judgment in determining organizational planning, carrying out assignments, possessing a thorough working knowledge of operations and policies and procedures of the Medicine department.

This position will be in support of USU's School of Medicine's Medicine department (SOM-MED), located 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

• Prepares and edits correspondence, memoranda, abstracts, manuscripts, and grant proposals involving specialized medical and scientific terminology, ensuring accuracy and adherence to professional standards.
• Independently drafts responses based on established knowledge and prior documentation. Provides back-up support to senior administrative support personnel in the SOM-MED office.
• Provides administrative and office automation support to faculty and staff, including document review for format, grammar, and accuracy; finalizing files in required formats; maintaining organized electronic records; and conducting literature searches using PubMed and the Library Resource Center.
• Makes necessary arrangements for the Chairperson for conferences and meetings. Collects and prepares meeting material.
• Manages records and document retrieval systems to support efficient departmental operations ensuring compliance with records policies. Serves as Records Manager for the Department.
• Serves as the primary point of contact for calls, visitors, and correspondence, prioritizing inquiries and delivering professional, timely, and courteous customer service to internal and external stakeholders.
• Maintaining effective communication with internal and external stakeholders.
• Schedules meetings both in-person and virtual with both billeted civilian and military faculty as well as National faculty. Handles detailed matters which are highly confidential and critical.
• Screens calls and coordinates visits to the office, handling most issues and concerns. Frequently makes high level contacts both inside and outside of USU which require a high degree of tact, discretion, and diplomacy.
• Supports departmental seminars and Grand Rounds, and coordinates logistics for visitors including visitors passes with Base Security.
• 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.

Qualifications

Education and Experience

• Bachelor's Degree required.
• Minimum of 0 - 2 years experience required.

Required Knowledge, Skills And Abilities

• Excellent oral and written communication skills; Skilled in writing to produce analytical reports, staff reports, executive summaries, information papers, point papers, etc.
• Skill in oral communication to interact with all personnel in the department.
• Ability to be verbally persuasive and garner support on issues important to the Chair.
• Knowledge of the duties, priorities, commitments, policies and program goals of the Uniformed Services University of the Health Sciences and the Chair.
• Excellent word processing/typing skills and extreme attention to detail.
• Familiarity with the use of Artificial Intelligence applications to improve work efficiency.
• Fluency in computer usage; Fluency in the use of Google (Docs, Sheets, Slides, Calendar, etc.) and Microsoft products (Word, Excel, PowerPoint, etc.).
• Ability to anticipate needs, take initiative and follow through.
• 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.

Work Environment

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

Compensation

• The annual salary pay range for this position is $52,800 - $68,800. 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.