Administrative Assistant

This job posting is no longer active

Updated: August 16, 2018
Job ID: 214164
Status: Full-Time
Regular/Temporary: Regular
Location: Bethesda, MD, United States

Join the HJF Team!

HJF is seeking an Administrative Assistant to support the Defense & Veterans Center for Pain Management (DVCIPM) Department located at the Uniformed Service University (USU) in Bethesda, Maryland. HJF provides scientific, technical and programmatic support services to DVCIPM.

Individual will be responsible for providing a wide range of administrative and clerical duties in support of the Defense & Veterans Center for Pain Management (DVCIPM) and the department of Military Emergency Medicine (MEM), Uniformed Service University (USU).  Provides support to senior leadership, technical and professional staff, and research support staff.  Work is moderately complex in nature and good judgement is required in resolving problems.


  1. Answers phones.  Receives calls from investigators/support staff and others.  Provides appropriate information to callers and takes and delivers messages.
  2. Assists with organizing and completing program projects, as directed, in an accurate and timely manner.
  1. Assists in the coordination of organized meetings and training.  Contacts participants. May include conference calls, space reservations, catering, creates/gathers informational documents and equipment, registration, and travel.
  2. Assist managing calendars by adding, reviewing, tracking and notifying Directors and managers of upcoming events or conflicts.
  3. Performs typing assignments and proofreads all work for accuracy.  Assists with drafting, editing and proofreading research proposals.  Upon request, may draft letters on behalf of the supervisor.  Skill at completing HJF forms and military memorandum formats is expected.
  4. Sets up and maintains department files.  Copies and faxes documents.
  5. Collects mail, does mailings, both interdepartmental and hospital/site distribution and FedEx's.
  6. Operates automated office equipment and ensures maintenance and supplies.
  7. Orders and maintains department office supplies and other research related supplies though HJF Oracle system.
  8. Maintains property inventory to include receiving, logging and tagging new equipment before disbursing to the new recipient.
  9. Initiation and processing of work orders and maintenance and renovation requests. 
  10. May be required to travels to other program locations at Walter Reed National Military Medical Center, the Uniformed Services University, or Henry M. Jackson Foundation, as needed. 
  11. Performs other duties as assigned.

Required Knowledge, Skills, and Abilities:  Knowledge of proper grammar, punctuation, spelling, military terminology 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.  Bachelor’s degree preferred.

Minimum Experience: 2 to 4 years’ office experience

Required Licenses, Certification or Registration:  Driver's license.

Work Environment:  Office environment.

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.

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