Administrative Assistant

This job posting is no longer active

Updated: March 29, 2018
Job ID: 213579
Regular/Temporary: Regular
Location: Bethesda, MD, United States

Come Work at HJF!

HJF is seeking an Administrative Assistant to support the research program of Dr. Kathleen P. Pratt, Department of Medicine (MED) at the Uniformed Services University of the Health Sciences located in Bethesda, Maryland. HJF provides scientific, technical and programmatic support services to MED. The primary responsibilities will be to perform administrative and clerical duties for Dr. Pratt in support of Scientific Advisory Board activities including arranging domestic and international meetings, assistance in manuscript preparation, and assisting Advisory Board members with travel arrangements, reimbursements, etc.  Travel to Dublin, Ireland from July 19-23, 2018 to provide administrative support for an Advisory Board meeting is required.


  • Working with supervisor to make arrangements for 2 Scientific Advisory Board meetings, in Spring 2018 (Bethesda, MD) and on July 21-22, 2018 (Dublin, Ireland). Duties will include reserving conference rooms and technical support at conference hotels, assisting Advisory Board members with travel arrangements and reimbursements, keeping excellent records, providing administrative support during preparation of manuscripts and powerpoint presentations, including periodic email contacts with Advisory Board members. Assisting supervisor with grant progress reports and tracking of grant expenditures.
  • Answers email messages and phones and takes and delivers messages.  Provides information to callers as needed and appropriate.  Answers questions for callers.
  • Maintains supervisor’s calendar and makes arrangements for meetings as necessary.
  • Assists with initiating, organizing, completing department projects.
  • Performs typing assignments and proofreads all work.  Drafts letters on behalf of the supervisor.  Maintains and updates databases and spreadsheets as needed.
  • Operates automated office equipment as needed.
  • Determines new procedures for department as necessary.

Job Specifications:

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, and effectively communicate with a diverse group of people

Minimum Education/Training Requirements:  Associate's degree

Minimum Experience:  2 to 4 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.