Administrative Specialist

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Updated: December 12, 2019
Job ID: 215399
Status: Full-Time
Regular/Temporary: Regular
Location: Bethesda, MD, United States

Join the HJF Team!

HJF is seeking an Administrative Specialist to support the Anatomy, Physiology, and Genetics (APG) Department located at the Uniformed Services University (USU) in Bethesda, MD. HJF provides scientific, technical and programmatic support services to APG.

 The Administrative Specialist will perform a wide range of administrative and clerical duties for the department or department manager. Work assignments may be complex in nature and moderate judgment is required in resolving problems. Work assignments will also include reorganization of rolling cabinets, digitizing the scientific and administrative files for all PI’s in the department, as well as destroying obsolete documents. Incumbent will set up individually designed file systems for each PI.


  1. Digitizing all departmental PIs’ files. 
  2. Sets up and maintains department files.
  3. Destroys obsolete documents.
  4. Reorganizes rolling document cabinets in all areas of the department.
  5. Maintains and updates databases and spreadsheets as needed.
  6. Assists with initiating, organizing, completing department projects.  
  7. Performs typing assignments and proofreads all work. Drafts letters on behalf of the supervisor.  
  8. Prepares and sorts mail.
  9. Operates automated office equipment as needed.
  10. Answers phones and takes and delivers messages. Provides information to callers as needed and appropriate, and answers questions for callers.
  11. Provides and maintains department office supplies.
  12. Performs other duties as assigned.

Required Knowledge, Skills, and Abilities: Knowledge of Scientific Documents such as journals, records, and data.  Knowledge of Google Drive. Knowledge in the use of scanners. 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. Must be very organized and detail oriented.

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

Minimum Experience: 4-6 year’s office experience.

Work Environment: Office environment.

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.