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Form of workJoin the HJF Team!
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.
HJF is seeking an Executive Assistant to support to day to day operations of the Vice President for External Affairs. This position will be in support of The Uniformed Services University of the Health Sciences (USUHS) Vice President for External Affairs.
Note: This work site requires that Non-US Citizen incumbents have lived in the US three out of the past five years.
Responsibilities- Receives incoming telephone calls and personal callers for Vice President for External Affairs (VPE). Determines if a call can be referred elsewhere, and obtains required background information, if necessary. Provides back-up support to senior administrative support personnel in the Office of the President as needed.
Maintains a calendar of appointments and schedules appointments and conferences without prior clearance based on knowledge of VPE's schedules and previous commitments. Makes necessary arrangements for conferences and meetings. Collects and prepares material for supervisor's use for meetings.
Assists VPE with travel orders, ensuring that the VPE authorization is correctly entered into the Defense Travel System (DTS), and upon the traveler's return ensures a voucher is filed within five business days along with the required receipts. Troubleshoots with DTS support staff as needed on behalf of VPE.
Drafts correspondence as requested by VPE. Develops powerpoint presentations and action memorandums for a variety of presentations and issues as determined by VPE.
Provides back-up support for the DoD's CATMS/document tracking system, entering or tracking documents in the absence of, or at the request of, Senior President's office Executive Assistants.
- Frequently makes high-level contacts both inside and outside of USUHS which require a high degree of tact, discretion, and diplomacy.
- May perform other duties and responsibilities as assigned or directed by the supervisor. This may include attendance of and participation in required training for role.
Required Knowledge, Skills and Abilities
- Knowledge of the duties, priorities, commitments, policies and program goals of the Uniformed Services University of the Health Sciences and the supervisor.
- Fluency in computer usage.
- Excellent word processing/typing skills and extreme attention to detail.
- Fluency in the use of Google (Docs, Sheets, Slides, Calendar, etc.) and Microsoft products (Word, Excel, Powerpoint, etc.).
- Ability to anticipate needs, take initiative and follow through.
- Excellent oral and written communication skills.
- Ability to stand or sit at a computer for prolonged periods.
Physical Capabilities
- Lifting: Requires lifting materials up to 25 lbs.
Work Environment
- This position will take place primarily in an office setting.
Education and Experience
- Associates Degree.
- Minimum of 9-10 years experience is required.
Some positions or sites may require that the incumbent be fully vaccinated against COVID-19. Proof of vaccination may be required.
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(c)
Any qualifications to be considered as equivalents, in lieu of stated minimums, require the prior approval of the Chief Human Resources Officer.
Employment Type: FULL_TIME
