Administrative Officer

Join the HJF Team!

HJF is seeking anAdministrative Officertoperform a wide range of administrative/budget duties for the Chair and the Department of Surgery. Work assignments are complex with competing deadlines and considerable judgment is required in resolving problems.

This position is located in the Department of Surgery, F. Edward Hebert School of Medicine, Uniformed Services University of the Health Sciences (USUHS).

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 senior-level duties related to the administration and program management of the Department of Surgery. S/he must have knowledge and experience with all phases of surgical education and training processes, administrative office operations, oversee administrative staff roles and responsibilities, manpower and staffing, budgeting, reporting, data management, conference and meeting planning.
• Under the direction of the Chair oversees the coordination and administration of all surgical education, training, and readiness course, including student, resident, and faculty courses.
• Collaborates with the Department Chair and executive stakeholders, prepares and maintains the SUR calendar of events and oversees the coordination of official sponsored travel for invited dignitaries, guest speakers, officials, faculty and staff; is responsible for preparing and assisting Department Leadership with the administration, management and budgeting activities of the department.
• Develops and maintains requests for allotment through examination of accounting records; assists the Chair, Department of Surgery and SUR Directors with budget review guidance to formulate, justify and implement the departmental budget and University Audits.
• Formulates and evaluates administrative policies and procedures for the office; provides technical oversight for administrative functions; defines administrative work standards; writes and issues internal administrative instructions and procedures; coordinates office policies with those issued by other organizational components of USUHS.
• Follows through on actions with USUHS administrative support offices to ensure completion of requests; and serves as the Department's point-of-contract for overall budget, security, data system and other administrative matters.
• Under the direction of the Chair develops and prepares personnel actions for recruitment, classification and reorganizations within the SUR; advises and under the direction of the Chair provides guidance to managers regarding various alternatives and management on all personnel matters; identifies developmental and training needs of employees.
• Coordinates and oversees the planning of conferences; convenes committee meetings at the direction of the Chair; disseminates information to committee members; promotes events to faculty, students and staff in the department and affiliated institutions; designs programs, advertising, and related graphics; assists in the call for abstracts; and arranges appropriate on-site support from university facilities.

Education and Experience

• Bachelor's Degree. Master's Degree preferred.
• Minimum of 3-5 years' experience required.

Required Knowledge, Skills and Abilities

• Broad knowledge of pertinent laws, rules and regulations affecting the USUHS programs.
• Ability to handle large amounts of detailed data. Requires ability to design, populate and maintain large spreadsheets and databases.
• Ability to communicate effectively in person, by phone and by written media. Requires a high degree of skill in human relations to interact with university staff, respond to their questions and concerns, and to maintain customer service excellence.
• Exceptional organization skills.
• Ability to work completely independently.
• Use sound judgement in solving problems, coordinating many complex systems and programs simultaneously.
• Knowledge of project management principles
• Excellent communication and interpersonal skills to develop and present information in briefings and formal presentations to senior management personnel in an articulate, coherent, and easy to understand fashion.
• Ability to obtain and maintain T1/Public Trust background check.

Physical Capabilities

• 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 annual salary range for this position is $64,200-$100,700. Actual salary/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.