Module Administrative Specialist

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Updated: May 31, 2019
Job ID: 214638
Status: Full-Time
Regular/Temporary: Regular
Location: Bethesda, MD, United States

Join the HJF Team!

HJF is seeking a Module Administrative Specialist to support the F. Edward Hebert School of Medicine’s Office of Medical Education. The Office of Medical Education includes the Office of the Assistant Dean for Curriculum, which is responsible for coordinating the implementation of the “Molecules to Military Medicine” curriculum within the School of Medicine. HJF provides scientific, technical and programmatic support services to the School of Medicine. 

The mission of the Uniformed Services University of the Health Sciences (USUHS) is to provide the highest quality education programs in the health sciences to individuals who demonstrate dedication to a career in the health professions in the Uniformed Services. The USUHS is authorized to grant appropriate advanced academic degrees and has established postdoctoral, postgraduate, and technological institutes. Programs in continuing education for military members of the health professions have been established so that the highest standards of health care may be maintained within the military medical departments. The USUHS must be responsible to the overall educational needs of the Military Departments relating specifically to the preparation of individuals for careers in the health professions. The USUHS is developing programs designed to recruit and retain superior health science professionals as faculty and researchers, and to ensure maximum utilization of the health science labor force, facilities, and equipment available within military medical departments worldwide.

The individual aligned to this position will perform a wide variety of administrative and educational duties in support of the new Molecules to Military Medicine curriculum and in support of the School of Medicine.


  1. Program and Course Suppor (50%): Provides direct administrative support to pre- and post-clerkship Module Directors within the School of Medicine.  This includes coordinating, directing, managing, and evaluating a multitude of activities comprising the 4-year Molecules to Military Medicine curriculum that ultimately leads to the award of a Medical Degree.  Duties include providing full spectrum administrative and managerial support to each of the seven pairs of Module Directors that coordinate the pre-clerkship component of the new curriculum and to the Module Directors involved in implementing the six week “Bench to Bedside and Beyond” segment of the post-clerkship curriculum.  
    • Specific duties involve planning and coordinating the day-to-day activities of over 520 medical students and over 250 faculty members, representing a wide range of inter-disciplinary, clinical and academic activities.  It also involves preparing, editing, formatting, and distributing, multi-disciplinary curricular materials & the timely posting of module specific materials onto Sakai, the university’s electronic educational platform. 
    • The incumbent will also be required to continually update, post, and/or modify the corresponding curricular calendars (currently formatted as an electronically based, Google Calendar) and to coordinate and communicate the timely procurement and assignment of small group rooms and the corresponding student/faculty assignments for all activities taking place within the modules or academic activities that have been assigned to the incumbent, via use of the “Where Should I Be” section on Sakai and other modalities, as appropriate.
    • The individual assigned to this position will also be responsible for identifying, coordinating, managing, and assigning faculty/staff proctors for each of the major examinations taking place within his/her assigned modules.  He/she will also be required to track and monitor students’ submission/completion of weekly quizzes, homework assignments, and other associated tasks.  The incumbent will also be required to design, implement, compile, and report on the results of periodic survey data.
  2. Management of Electronic Media/Departmental Web Master (25%): Advanced proficiency with regard to the full array of Microsoft Office programs, to include the use of Microsoft Publisher, FileMaker Pro, and Adobe Acrobat, as well as advanced proficiency with Google Chrome, with the Sakai Management System, and the Ilios Curriculum Mapping software programs are essential, so that the incumbent can actively and independently assist in the ongoing maintenance, review and upgrading of materials posted to these programs, to the Molecules to Military Medicine  website, and to the development of related weblinks.
  3. Administrative Management & Support (10%): Develops, coordinates, publishes and updates administrative policies and procedures. Develops, utilizes, and/or maintains advanced electronic databases in order to monitor, track, and record student progress and participation in assigned educational activities. He/she will need to assist with the development, distribution and review of educational evaluations and with the development, distribution, and review of distance learning modalities, such as the Q-Stream based, Spaced Education course.  The incumbent will also need to be able to periodically assist with data entry as well as with updating, reviewing and performing customized analytical reports using the Ilios Curriculum Mapping software program for assigned faculty/staff.
    • The incumbent will need to become familiar with, effectively utilize, and help faculty sort through the extensive National Board of Medical Examiners (NBME) database of topic specific exam questions, as a means of preparing module-specific examinations.
    •  Additional duties in this domain include coordinating base access and/or parking for visiting faculty and guest speakers, and for arranging student transportation to and from the National Capital Simulation Center and other locations, as required. Arranges and coordinates invitational orders and associated travel details for invited guest lecturers as needed.
  4. Project and/or Conference Management (10%): Provides supplemental administrative support to the Director, Capstone Project, and to other educational activities, committees, special projects and/or conferences as required. This may include developing and managing various databases, preparing reports, recording, preparing, refining, and/or disseminating summaries of committee activities and posting summaries of the same on appropriate sections of the Office of Medical Education website.  
  5. Performs other duties as assigned (5%)

Required Knowledge, Skills, and Abilities: 

  • Requires knowledge in designing, coordinating, developing, documenting, and communicating components of graduate level medical curricula, specifically curricula pertaining to the education of medical students.
  • Requires exceptionally strong organizational skills in order to simultaneously plan, monitor, track, and execute a wide variety of ongoing and/or high visibility actions in different functional areas at the same time.
  • Requires exemplary oral and written communication skills in order to prepare accurate, timely, and grammatically correct reports, briefings and other communications.  Must be able to foster clear and effective, bi-directional communication and collaboration with a wide range of personnel representing a broad range of educational and cultural diversity.
  • Requires knowledge of and skill in the use of various automated systems, to include, but not limited to, the most current, and full array of programs associated with Microsoft Office, specifically Microsoft Publisher, Adobe Acrobat, as well as with Google Chrome, the Sakai Learning Management System, FileMaker Pro, and the Ilios Curriculum Mapping software program.  
  • Strong working knowledge of the Sakai Electronic Educational program and the Ilios Curriculum Mapping program are required, as is an ability to assist other faculty/staff members, and/or to ‘trouble-shoot’ Sakai related issues as needed.  
  • The ability to independently assemble and/or ‘trouble-shoot’ the projection and set-up of commonly used and/or standard types of electronic media in different locations and/or environments (such as a portable computer & projector) is strongly desired.
  • Requires exceptionally strong interpersonal skills, to include the ability to effectively and expertly, communicate, collaborate, and motivate others.

Minimum Education: Associate's degree required

Minimum Experience: 0-2 years’ experience

Supervisory Controls: The supervisor provides general instructions and the supervisor and incumbent jointly establish workplans, priorities and deadlines. The incumbent applies initiative to independently plan and carry out assignments, interpret directives, and resolve a wide variety of administrative problems. The supervisor is kept briefed on significant problems and/or controversies. Completed work is evaluated for overall effectiveness accomplishing objectives and adherence to program policy. 

Guidelines: The incumbent uses general administrative policies and guidelines such as DoD and USUHS directives, Federal laws and regulations, standard operating procedures, broad regulatory guidelines, and a large number of unwritten practices and precedents which provide a basic outline of results desired.  Judgment is required in selecting appropriate guidelines, adapting and/or interpreting, resolving ambiguities, and determining the correct application to issues and/or problems encountered. The employee must be able to adapt these broad regulatory guidelines to fit a variety of problems, assess priorities, implement regulations and/or methods used for measuring and improving the effectiveness and productivity of specific operating programs, process improvements and etc.  Additionally, the incumbent must be able to independently analyze data for compliance with regulatory guidelines and for the identification of process improvement opportunities.

Complexity: The work consists of administrative projects and studies which may require analysis of issues of effectiveness, efficiency, and productivity.  Problems may be abstract and not evident upon cursory examination. Incumbent must reconcile conflicting views or information by recourse to underlying principles and merits of each situation. He/she must be able to make decisions and choices based on judgment and expertise, understanding of needs and goals, program interrelationships, etc. 

Scope and Effect: This position provides advanced administrative and technical support in the areas of curricular management and academic planning.  It also involves the ability to plan and coordinate professional meetings, conferences, travel arrangements, etc. The incumbent's work involves a wide variety of duties requiring different processes and methods. He/she must be able to independently evaluate and reconcile information from disparate sources which may be conflicting or inconsistent. The effective and smooth functioning of the incumbent’s department is critically dependent on the support provided by the incumbent. Work products contribute to the improvement of productivity, effectiveness, and efficiency in program operation and administrative support activities at various geographical locations within the organization. 

Personal Contacts and Purpose: The employee will engage and interact with a wide range of military & civilian contacts throughout the organization, some of whom will be nationally renowned experts, while others may be relatively junior and/or new to the organization. Some of these contacts will be positioned in departments elsewhere in the University, while others will involve personnel extrinsic to the University, but who provide administrative support (such as those in affiliated military medical treatment facilities around the continental United States).  

The purpose of establishing and maintaining positive interactions with such a varied pool of contacts is to exchange information, to identify alternatives, to coordinate actions, to offer recommendations, and to resolve conflicts and/or problems stemming from competing objectives and/or limited resources. 

Physical Demands: The work is office based, but requires that the incumbent be able to independently traverse from one office location to another and to various rooms and buildings on the University campus in an expedient manner. The incumbent will also need to be able to transport books, syllabi, and other educational materials from one location to another, using a standard, 4-wheeled office cart, as needed. The individual may occasionally need to travel to conference centers or other locations within the national capitol area.

Work Environment: The work is primarily performed in an office setting.  

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

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.