Administrative Coordinator - Department of Surgery

Join the HJF Team!

HJF is seeking an Administrative Coordinator-Department of Surgery who performs a wide range of administrative and clerical duties for a department or department manager. Some general tasks include preparing reports, meeting minutes and correspondence, creating and editing documents, spreadsheets and presentations. Assists in managing schedules, arranging appointments and itineraries and answering and transferring phone calls. Has a general knowledgeable of business unit policies.

This position will be in support of the Department of Surgery located at the Uniformed Services University (USU) and the Walter Reed National Military Medical Center (WRNMMC) in Bethesda, MD; hereafter referred to as USU Walter Reed Surgery. HJF provides scientific, technical and programmatic support services to USU Walter Reed Surgery.

The Henry M. Jackson Foundation for the Advancement of Military Medicine (HJF) is a nonprofit organization dedicated to advancing military medicine. We serve military, medical, academic and government clients by administering, managing and supporting preeminent scientific programs that benefit members of the armed forces and civilians alike. Since its founding in 1983, HJF has served as a vital link between the military medical community and its federal and private partners. HJF's support and administrative capabilities allow military medical researchers and clinicians to maintain their scientific focus and accomplish their research goals.

• Performs a variety of administrative and advisory duties that involve the day-to-day oversight and implementation of departmental research functions and require extensive coordination between management officials to include answering and route phone calls, emails, and inquiries; schedule internal and external meetings, organize meeting agendas, writing correspondences, filing, scanning, and document management.
• Assist with data entry, recordkeeping, and preparation of reports pertaining to research activities, grants, and outcomes within the department.
• Manages the complete lifecycle of faculty promotions, with a focus on compiling necessary information related to research achievements and contributions, preparing detailed submission packages, and ensuring adherence to deadlines.
• Coordinates research faculty support for key stakeholders, including civilian personnel specialists and Promotion Review Committee (PRC) leads.
• Facilitates and coordinates all departmental and research-related travel for both Administratively Determined (AD) and Active-Duty faculty members ensuring seamless participation in scientific conferences, collaborations, and data collection.
• Establishes, maintains, and monitors computer databases, faculty files, and rosters for department research programs and operations. Ensures all research-related databases and websites (internal and external) are accurate, complete, and up to date to assure information and system integrity.
• Serves as the primary point of contact for internal and external stakeholders on all matters pertaining to the public dissemination of departmental research findings and public affair matters requiring departmental and university clearance. Coordinates the daily review, submission, and tracking of research knowledge products (e.g. publications, presentations, reports) for scientific and public clearance, verifying adherence to USU policy and communicating with originators to meet public release deadlines.
• Maintains a current database of all knowledge products. Submits summary reports on research output and dissemination on a quarterly and annual basis.
• Prepares and maintains USU Walter Reed Surgery's departmental and the Chair's calendar, to include managing daily scheduling, prioritization, and coordination needs for research-focused meetings, conferences, research seminars, grand rounds and others. This also includes managing leave/time off and travel for research faculty and beyond.
• Works with the department Administrative Officer and Deputy Administrative Officer to prepare quarterly newsletter highlighting, among other things, departmental research achievements and activities, for review by Department Leadership and dissemination along with other departmental communication.
• Generates critical operational reports for the Chair and Administrative Officer, providing statistical analysis and data on key metrics related to research resource/space utilization, research program engagement (e.g. attendance to research seminar), and digital outreach for research and other initiatives (e.g. website traffic to faculty, research programs and centers pages). Ensures standard operating procedures (SOPs) are disseminated to the department annually and upon any change
• Manages incoming and outgoing mail and deliveries with a focus on research-related materials, samples, and equipment for laboratories. Responsibilities include signing for, receiving, and accurately distributing all mail and packages delivered to the front office and/or research laboratories.
• Attends weekly leadership and other requested meetings assigned by the Chair, particularly those concerning research strategy, operations, and progress, to take minutes, identify action items, and work with leadership/faculty to assign and track these items.
• Provides administrative support for the department's Research Information Management System, "PURE," ensuring accurate and up-to-date research data.
• Performs other duties as needed.

Education and Experience

• High school diploma or GED required; Bachelor's degree preferred
• Minimum of 3-5 years of experience is required

Required Knowledge, Skills, and Abilities

• Knowledge of organizational objectives, office automation.
• Ability to work completely independently.
• Ability to use sound judgment in solving problems.
• Ability to coordinate many complex systems and programs at the same time.
• Excellent communication and interpersonal skills.
• Knowledge of proper grammar, punctuation, spelling, etc.
• Effectively communicate with a diverse group of people.
• Ability to obtain and maintain a T1/Public Trust backfground clearance.

Physical Capabilities

• Lifting: Requires lifting materials up to 10 lbs.
• Ability to stand or sit at a computer for prolonged periods

Work Environment

• This position will take place primarily in an office setting.

Compensation

• The hourly pay range for this position is $34.62-$24.09. Actual hourly pay will be determined based on experience, education, etc.

Benefits

• HJF offers a comprehensive suite of benefits focused on your health and well-being, from medical, dental, and vision coverage to health savings and retirement plans, and more.

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, education and credentials, a criminal background check, and a department of motor vehicle (DMV) check if applicable. Any qualifications to be considered as equivalents, in lieu of stated minimums, require the prior approval of the Chief Human Resources Officer.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information. 41 CFR 60-1.35

Any qualifications to be considered as equivalents, in lieu of stated minimums, require the prior approval of the Chief Human Resources Officer.