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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.
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.
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.