Administrative Coordinator (Center for Global Health Engagement)

Updated: September 12, 2018
Job ID: 214225
Status: Full-Time
Regular/Temporary: Regular
Location: Rockville, MD, United States

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HJF is seeking an Administrative Coordinator to support the Center for Global Health Engagement (CGHE) located in Rockville, Maryland. HJF provides scientific, technical and programmatic support services to CGHE.

The Administrative Coordinator will support CGHE’s Director as well as its Support and Operations Division. Established by the Uniformed Services University of the Health Sciences (USU), the CGHE works to lead, integrate and synchronize the University’s contributions to Department of Defense (DoD) Global Health Engagement (GHE) and national security objectives by providing a hub for GHE thought leadership and knowledge, strategic communications and outreach, operational support, research, and capability integration of education, training and planning.

The incumbent is responsible for supporting the Center Director and Support division, including their respective Division Directors and Manager, by providing database management support, stakeholder coordination and meeting logistics. The Administrative Coordinator must be detail-oriented, responsive, with strong written and verbal communication, administrative, and organizational skills, and be able to multi-task while maintaining a realistic balance among multiple priorities. The Administrative Coordinator will have the ability to work independently on tasks, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

Responsibilities:

  1. Provides administrative support to the Center Director, Center Operations Division, and other Center staff as needed;
  2. Manages the Center Director’s calendar and provides weekly updates;
  3. Coordinates and attends meetings, conferences and teleconferences to include producing agendas, scheduling, logistics (e.g., booking rooms, ensuring video teleconference connectivity) and materials (e.g., printing, distribution) with both internal USU and external CGHE stakeholders;
  4. Ensures meeting notes and summary documents are compiled and disseminated to relevant participants/stakeholders following meetings and coordinating activities;
  5. Facilitates complex and detailed travel requests by identifying flight and accommodation options and populating necessary travel forms;
  6. Prepares correspondence and responds to inquiries from external stakeholders in coordination with other center personnel;
  7. Spearheads document management to include organizing and maintaining the repository, archiving documents, and ensuring standardized naming conventions;
  8. Maintains a detailed GHE stakeholder database, including points of contact across the DoD agencies, other government agencies, inter- and non-governmental organizations;
  9. Assists with development and monitoring of project timelines, documents progress, and provides follow-up as needed in coordination with other center personnel; 
  10. Assists with drafting and finalizing of CGHE semi-annual and annual reports;
  11. Ensures office readiness for new hires, including office space preparation;  
  12. Develops and tracks Memorandums of Understanding, Memorandums of Agreement, and other Agreements as needed in coordination with other center personnel;
  13. Submits and tracks APACS, eCCs, and develops and disseminates Force Health Protection Plans;
  14. Ensures Security Clearance information is submitted;
  15. Orders supplies for the office as needed;
  16. Troubleshoots simple technology-based issues as they arise, escalating issue to Center Operations Manager as needed;
  17. Ensures office mail is distributed and accounted for, and;
  18. Requests parking passes as needed, validates parking, and ensures staff parking passes for USU are kept current.
  19. Completes other projects as assigned.

Required Knowledge, Skills, and Abilities

  1. Knowledge of U.S. government requirements with respect to grant-related work and project-level support;
  2. Familiarity with global health issues;
  3. Excellent organizational skills;
  4. Attention to detail;
  5. Excellent communication (both oral and written) and interpersonal skills;
  6. Skill and ability to develop and maintain personal and professional relationships;
  7. Ability to work both independently and in a team environment;
  8. Ability to problem solve;
  9. Proficiency in Microsoft Office (Word, Excel, PowerPoint);
  10. Proficiency in Google applications (e.g., mail, calendar, drive);
  11. Proficiency in graphics design work

Minimum Experience/Education/Qualifications:

  1. Associate’s degree. Bachelor’s degree preferred.
  2. English fluency.
  3. 2-4 years work experience. 
  4. An IT background or knowledge would be a nice plus.

Physical Capabilities: May require occasional travel and the ability to lift and carry moderate weight objects.  

Work Environment:  Office setting.

Background: Eligibility to obtain a Common Access Card (CAC); eligibility to obtain and hold a Public Trust background.

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.


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