Administrative Assistant II - OUMD

Join the HJF Team!

HJF is seeking an Administrative Assistant II 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 [Department/Program Name]. [Enter Program and/or Project/Research Summary Here]

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.

• Answers phones and takes and delivers messages. Provides information to callers as needed and appropriate. Answers questions of moderate complexity for callers.
• Sets up and maintains department files and assists with initiating, organizing, completing department projects.
• Maintains supervisor's calendar and makes arrangements for meetings as necessary.
• Determines new procedures for department as necessary.
• Prepares clerical and administrative functions such as sorting mail, operating automated office equipment, and providing and maintaining department office supplies.
• Performs typing assignments and proofreads all work. Drafts letters on behalf of the supervisor. Maintains and updates databases and spreadsheets as needed.
• 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.
• Manage calendars and schedule meetings, appointments, and conference calls for the Directorate.
• Proofread and edit documents, emails, memos, and reports with a high level of accuracy and professionalism.
• Support day-to-day operations including meeting coordination, note-taking, task tracking, and internal communications.
• Monitor deadlines, track action items, and follow up with team members to ensure timely completion.
• Serve as a liaison between internal staff and external stakeholders.
• Maintain filing systems, records, and documentation both digitally and in hard copy.
• Assist with onboarding support for new hires (welcome logistics, forms, access).
• Handle confidential and time-sensitive information with discretion.

Education and Experience

• High school diploma or GED required; Bachelor's degree preferred.
• Minimum of 3-5 years of experience is required (preferably in a research, military, or government setting).

Required Knowledge, Skills, and Abilities

• Knowledge of proper grammar, punctuation, spelling, etc.
• Ability to type at least 60 words per minute.
• Operate a word processor or computer.
• Effectively communicate with a diverse group of people.
• Exceptional attention to detail and proofreading ability.
• Strong organizational and time management skills.
• Ability to multitask and solve problems independently in a fast-paced environment.
• Proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Excellent verbal and written communication skills.

Physical Capabilities Hiring Manager to Select one or all that apply; if none, delete this section

• Lifting: Requires lifting materials up to 10 lbs.
• Lifting: Requires lifting materials up to 25 lbs.
• Lifting: Requires lifting materials over 25 lbs.
• Ability to stand or sit at a computer for prolonged periods
• Ability to climb, pull, and lift heavy objects
• Operating motor vehicles, machinery, and/or power tools

Work Environment

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

Compensation

• The hourly pay range for this position is $24.09-$29.81. 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(c)

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