Administrative Assistant II

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Updated: December 21, 2019
Job ID: 215396
Status: Part-Time
Regular/Temporary: Regular
Location: Annandale, VA, United States

Join the HJF Team!

HJF is seeking a part-time Administrative Assistant II to support Gynecologic Oncology (GYN-COE) Department at the Women's Health Integrated Research Center (WHIRC) in Annandale, VA. HJF provides scientific, technical and programmatic support services to GYN-COE. 

This is a benefits eligible position. The Henry M. Jackson Foundation for the Advancement of Military Medicine, Inc. (HJF) provides flexible and generous benefits for its employees to support and protect their health and welfare. Offerings include medical, dental and vision plans, disability benefits, life insurance, flexible spending accounts, and a competitive retirement match plan. 

The Administrative Assistant II performs a wide range of administrative and clerical duties for a department or department manager. Work assignments may be complex in nature and moderate judgment is required in resolving problems.


  1. Perform research clerical duties in support of the program.
  2. Answers phones and takes and delivers messages.  Provides information to callers as needed and appropriate.  Answers questions for callers.
  3. Sets up and maintains department files.
  4. Maintains supervisor’s calendar and makes arrangements for meetings as necessary.
  5. Assists with initiating, organizing, completing GYN-COE-related projects.  
  6. Prepares and sorts mail.
  7. Performs typing assignments and proofreads all work. Drafts letters on behalf of the supervisor. Maintains and updates databases and spreadsheets as needed.
  8. Operates automated office equipment as needed.
  9. Determines new procedures for the GYN-COE as necessary.
  10. Provide research related recommendations and support to principle investigators.
  11. Coordinates equipment calibration, validation and certifications; Maintains documentation.
  12. Manage supply inventory and functional organization.
  13. Interact with equipment/supply vendors, obtaining quotes and sole-source materials to maintain supply inventory.
  14. Attend meetings with the Director and prepare meeting minutes to summarize group discussions, action plans, and next steps.
  15. Perform other research duties as assigned.

Required Knowledge, Skills, and Abilities:  Knowledge of proper grammar, punctuation, spelling, etc.; excellent communication skills; ability to type at least 60 wpm, operate a word processor or computer, and effectively communicate with a diverse group of people.

Minimum Education/Training Requirements:  Associate's degree preferred.

Minimum Experience:  2 - 4 years of office experience.

Work Environment:  Office environment.

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.