Operations Coordinator

Updated: June 13, 2018
Job ID: 214053
Status: Full-Time
Regular/Temporary: Regular
Location: Bethesda, MD, United States

Join the HJF Team!

HJF is seeking an Operations Coordinator to support the Director of USU Operations and Senior Program Managers at HJF Headquarters located in Bethesda, Maryland. HJF’s USU Operations team facilitates the Uniformed Services University (USU) partnership through research program management and support. The Director oversees the management team that facilitates the pre- and post-award research administration for the departments, as well as the management teams supporting USU centers and other large programs. The Director coordinates with HJF and USU leadership teams to facilitate process improvements that impact the overall award management and principal investigator experience.

The incumbent will perform a wide range of administrative and clerical duties. The incumbent will be assigned tasks that may be complex in nature and require proper judgment in resolving problems. Incumbent should be highly motivated with a desire for advancement in the program management field. The incumbent will be trained in the HJF management philosophy with potential to promote to Program Coordination.


  1. Answers phones and takes and delivers messages.  Provides information to callers as needed and appropriate.  Answers questions for callers.
  2. Maintains supervisors calendar and coordinates staff and meetings.
  3. Maintains USU Operations task list and monitors project progress.
  4. Sets up and maintains USU Operations files.
  5. Assists with initiating, organizing, completing department projects. 
  6. Performs typing assignments and proofreads all work.  Drafts letters on behalf of the Director, USU Operations.
  7. Attends key meetings with Director, USU Operations to take minutes.
  8. Maintains and updates databases and spreadsheets as needed.
  9. Operates automated office equipment as needed.
  10. Determines new administrative procedures for department as necessary.

Nonessential Job Duties:                                                                        

  1. Provides and maintains department office supplies.
  2. Performs other duties as assigned.

Job Specifications:

Required Knowledge, Skills, and Abilities:  Excellent communication skills with ability to effectively communicate with a diverse group of people; Organized and deadline focused; Knowledge of proper grammar, punctuation, spelling, etc.; Ability to type at least 60 wpm, operate a computer, and is familiar with Microsoft Office.

Minimum Education/Training Requirements:  Bachelo’s degree in Business Administration Preferred.

Minimum Experience:  0-2 years office experience

Physical Capabilities:  n/a

Required Licenses, Certification or Registration:  n/a

Supervisory Responsibilities/Controls:  n/a

Work Environment:  Office environment

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.