Academic Administrative Specialist

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Updated: September 4, 2019
Job ID: 215161
Status: Part-Time
Regular/Temporary: Temporary
Location: Bethesda, MD, United States

Join the HJF Team!

HJF is seeking a temporary Academic 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 (60%): Provides direct administrative support to Module Administrative Team as well as to each of the 14 pre-clerkship and 2 post-clerkship Module Directors within the School of Medicine. 
    • Specific duties include assisting with the procurement, formatting, distribution and posting of all educational materials associated with the implementation of the School of Medicine’s Molecules to Military Medicine curriculum.  This includes preparing, collating, formatting, and proof-reading laboratory manuals, course syllabi, as well as the preparation, distribution, and recording of end-of-module student evaluations.
    • The position also includes assisting with the identification and procurement of room allocations and small group assignments, coordinating and assisting with the proctoring of major examinations, and other activities associated with managing the medical educational experience for over 520 medical students and more than 250 supporting faculty members.   
  2. Process Management and Administrative Course Support (40%): In this capacity the incumbent will be required to create, monitor, post, and/or modify each of the curricular (Google) calendars pertaining to the seven pre-clerkship modules as well as the post-clerkship Bench to Bedside and Beyond class calendar. The individual serving in this role is expected to become proficient in aspects of the Sakai Learning Management System that are commonly used within the School of Medicine so that he/she can serve as a first-line resource for faculty and/or students. 
    • Additional tasks include ensuring that a sufficient number and type of small group rooms are reserved for each educational activity and that this information is communicated in a timely and accurate manner to both students and faculty.  This includes maintaining and updating the “Where Should I Be” sections on Sakai, updating and performing basic searches of the Ilios curriculum mapping program, and other modalities, as appropriate.   
    •  He/she will also be required to track and monitor students’ submission/completion of weekly quizzes, homework assignments, and other administrative tasks as assigned.
    • The incumbent will also be asked to coordinate and facilitate parking arrangements and the requisite security clearances that may be needed to allow visiting faculty and guests to secure access to the installation.


Required Knowledge, Skills, and Abilities: Requires advanced knowledge and skill in the use of a variety of automated systems to include, but not limited to, the most current array of programs associated with Microsoft Office-- specifically Microsoft Word, Microsoft Excel, Microsoft Publisher, Adobe Acrobat, as well as with Google Chrome.  Strongly desired is experience working with the Sakai Learning Management System, FileMaker Pro, and with the Ilios Curriculum Mapping software program. 

  • Prior experience with, or a working knowledge of the Sakai® Electronic Learning Management System is strongly desired, as part of the duties of the incumbent is an ability to assist other faculty/staff members, and/or to ‘trouble-shoot’ Sakai related issues as needed. 
  • Requires knowledge in coordinating, developing, documenting, and communicating academic requirements and materials pertaining to graduate level 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 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.