Administrative Manager

Updated: January 17, 2019
Job ID: 214532
Status: Full-Time
Regular/Temporary: Regular
Location: Rockville, MD, United States

Join the HJF Team!

HJF is seeking an Administrative Manager to support the Central Office at the Center for Deployment Psychology (CDP)located in Rockville, MD. HJF provides scientific, technical and programmatic support services to CDP.  

The incumbent is responsible for providing administrative oversight in order to maximize the effective use of CDP resources. Specific areas include: space, procurement, travel, and communications management. Works on problems of moderate scope and exercises judgment within defined procedures and policies.

Responsibilities:

  1. Coordinates and executes administrative tasks in support of the Military Internship Behavioral Health Psychologist (MIBHP) Program.      
    • Completes all procurement, receiving, and tracking of supply budgets for CDP MIBHPs at ten military treatment facilities.
    • Tracks travel requirements for all ten MIBHPs and assists with travel documentation completion, travel arrangements and travel reimbursement form completion.
    • Coordinates regular conference calls and completes meeting minutes. 
  2. Acts as the main point of contract and organizer for all activities related to CDP work space and logistics administration. Offices this position will work with include, but are not limited to: HJF HQ’s Leasing and Renovations Office; IT Services Office; HJF Procurement; HJF Fixed Assets Office; and third party office security service providers.
  3. Tracks, maintains records, and advises on utilization for all of CDP’s fixed assets, software licenses, shipping accounts, wireless accounts, and other CDP resources.
  4. Assists Central Office staff in the execution of communication/collaboration activities for CDP personnel. Examples of some activities are: weekly, monthly, semi-annual and annual internal meetings; CDP staff in and out processing; CDP curriculum review process; HJF and government ID badge procurement; employee of the quarter awards; and Center wide performance review process.
  5. Assists Central Office staff in the creation, distribution and maintenance of communication documents for CDP personnel. Examples of some documents are: operating instructions; program synopses; contact lists/listservs; and Center wide reminders and task sign-ups.
  6. Assists Central Office staff with travel documentation completion, travel arrangement and travel reimbursement form completion.
  7. Manages Center-wide and project specific purchase orders (POs), blanket POs, and quote procurement.
  8. Performs other duties of similar scope and nature as assigned.

Required Knowledge, Skills, and Abilities: Knowledge of organizational objectives, office automation; 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 to 4 years related experience in scientific project or program administration

Physical Capabilities: Walking, standing, lifting and carrying up to 25 lbs and sitting.

Work Environment: CDP’s headquarters office in Rockville, MD or, to a limited extent, in a telework setting. 

Employment with HJF is contingent upon successful completion of a background check, which may include, but is not limited to, contacting your professional references, verification of previous employment, addresses, education, and credentials, a criminal background check, drug screening, and a department of motor vehicle (DMV) check.  

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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