Program Administration Specialist

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Updated: April 7, 2018
Job ID: 213397
Status: Full-Time
Regular/Temporary: Regular
Location: Bethesda, MD, United States

Join the HJF Team!

HJF is seeking a Program Administration Specialist who will support the Health Professionals Education (HPE) Program Faculty and the Long Term Career Outcome Study (LTCOS), both of which are important elements of the Educational Mission in the Department of Medicine, Uniformed Services University of the Health Sciences, F. Edward Hebert School of Medicine. HJF provides scientific, technical and programmatic support services to HPE and LTCOS.

This administrator will be involved in the operational requirements of two primary areas: the Masters and PhD program in Health Professions Education (HPE); the Long-Term Career Outcome Study (LTCOS), which comprises a group of senior investigators and deans at our institution; educational research studies that pertain to these areas that span UME and GME. The incumbent will support several faculty and the students in HPE as well as provide administrative support for LTCOS. The incumbent provides direct assistance to assigned HPE faculty and students as well as LTCOS faculty and works with other HPE administration.


  • Provides direct administrative support to HPE associate directors and core faculty. Examples of associate director support includes but is not limited to: maintaining calendars, notifying participants of meetings, distributing materials electronically and/or by hard copy, securing meeting rooms, arranging travel, coordinating continuing medical education credit, assisting with communication about the degree program within the US and abroad, taking notes and distributing minutes, working closely with other HPE administrative staff.
  • Assists with supporting HPE students collaboratively with other administrative support personnel.
  • Coordinates the scheduling of the faculty and graduate students in HPE, as well as scheduling of course rooms and LTCOS conferences.
  • Provides support to faculty for annual divisional reviews and academic appointments, ensuring materials for promotion packages are complete in compliance with USU policy.
  • Shows independence and initiative in implementing departmental policies and processes related to arranging meetings, seminars and faculty schedules for regularly held events.
  • Assists HPE students with the above administrative items, as needed.
  • As LTCOS is a university-wide mission, this individual will support faculty from multiple departments in the School of Medicine as well as multiple schools as pertains to LTCOS work.
  • Assists faculty with the timely and accurate preparation and publication of their course syllabi to include helping maintain Sakai course sites and interfacing with the university’s learning management system.
  • Responds to inquiries and corrects administrative problems related to parking and security, travel reservations, equipment and teaching materials, and the databases related to LTCOS. 
  • Ensures the preparation of various recurring and special administrative reports and correspondence to include an annual review of the program as well as website and recruiting materials.  
  • Works with the admissions and curriculum committees for HPE and serves to distribute information to potential graduate students, matriculating graduate students and faculty about the program and its processes, tracking the status of all correspondence written by faculty. This includes assisting with updating HPE website and other outreach efforts.
  • Tracks student progress in the program and assists students with setting up meetings with academic and research advisors as well as assisting students with registrar processes.
  • Prepares correspondence, documents, memoranda, and letters, and transcribes tape or other audio recordings or written drafts and prepares documents in final format for assigned HPE faculty, HPE students, and LTCOS approval or signature, as appropriate, and according to schedules.
  • Takes summary notes of meetings, phone calls, etc., transcribing and distributing as directed. 
  • Maintains a schedule of activities, conferences and meetings held by LTCOS and assigned HPE faculty and students. 
  • Sets up conference calls and meetings for assigned HPE faculty, HPE students and LTCOS establishing mutual times, places, etc. Prepares meeting minutes via electronic mail, google documents and web page management.
  • Participates in and/or arranges meetings and teleconferences relating to the development, implementation, monitoring and completion of office projects and activities as directed by the Director of HPE.
  • Manages assigned HPE faculty, HPE students and LTCOS programs research projects and initiatives.  
  • Collects financial data needed to prepare budgets pertaining to management of funds, and maintains all records pertaining to grants and endowments. 
  • Prepares analytical budget reports on computerized spreadsheets to track expenditures and account balances. 
  • Reviews, documents and manages various other departmental research or endowment funds held at the Henry M. Jackson Foundation as requested by the Director of HPE.
  • Supervises and designs filing and retrieval system of grant and endowment management correspondence and information and disseminates for use by assigned HPE faculty and LTCOS investigators as needed. 
  • Makes domestic and international travel arrangements for HPE Associate Directors and core faculty, HPE students, and LTCOS investigators as directed, including overseas clearances, ethics forms, travel vouchers, etc., using the Defense Travel System (DTS) on-line software or written forms as appropriate. Arranges for airline or train reservations, hotel accommodations, and car rentals as needed. 
  • Provides logistical support for visitor programs including visiting professors and dignitaries for LTCOS. 
  • Advises and trains HPE faculty on University travel management program policies and procedures, authorized expenditures, government travel card rules and regulations, and DTS operations.
  • Coordinates with Civilian Human Resources (CHR) on personnel actions.  Assists with drafting vacancy advertisements and personnel forms to facilitate new hires within LTCOS program; coordinates in- and out-processing actions for assigned HPE faculty, HPE student, and LTCOS faculty and staff personnel, i.e., ID /CAC cards, office space, computer access, and equipment and supplies.
  • Assists new employees in obtaining necessary USU identification badge, Common Access Card, parking permits, email accounts, office space, computer access, equipment and supplies, etc.
  • Responds to inquiries from faculty and staff on pay and leave and advises on University and higher headquarter policies and regulations. 
  • Provides assistance to assigned HPE faculty and students as well as LTCOS faculty by gathering information and reviewing grant proposals and submissions, manuscript preparation, faculty scientific publications, and presentations to ensure proper format and correct grammatical content. 
  • Performs various other duties as outlined by the Director of HPE.

Job Specifications:

Required Knowledge, Skills, and Abilities: Knowledge of medical education, medical education administration and medical education policy. Experience working with a variety of medical educational systems and context. Ability to work completely independently; ability to use sound judgment in solving problems; ability to coordinate many complex systems and programs at the same time; excellent communication and interpersonal skills

Minimum Education/Training Requirements: Bachelor's Degree,

Minimum Experience: 2 - 4 years related experience in educational program management

Work Environment: office and laboratory setting

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

HJF is an equal opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or protected veteran status.