Administrative Assistant III - PESMOA SOM

Join the HJF Team!

HJF is seeking an Administrative Assistant III 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. Detailed knowledge of business unit policies.

This position will be in support of School of Medicine's Associate Dean for Faculty Affairs (ADF) office.

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 appropriately answers questions that go beyond standard operating procedures.
• Sets up and maintains department files and assists with initiating, organizing, completing department projects.
• Maintains supervisor's calendar and makes meeting arrangements as necessary. May collect and prepare material for supervisor's use for meetings.
• 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 original letters on behalf of the supervisor that require some independent judgement.
• Maintains and updates databases/spreadsheets and provides reports to faculty.
• Annual processing of new faculty appointment applications, encompassing the creation of corresponding records within the PeopleWeb system.
• Handles promotion packages and admin support for the Committee on Appointments, Promotions, and Tenure.
• Creates and manages faculty records.
• May perform other duties and responsibilities as assigned or directed by the supervisor. This may include answering faculty questions, search committee support, back-up for the self-service site.

Education and Experience

• Associate's degree required.
• Minimum of 6-8 years' experience required.

Required Knowledge, Skills and Abilities

• Knowledge of proper grammar, punctuation, spelling, etc.
• Excellent communication skills. Ability to operate a word processor or computer.
• Strong professional initiative, proactive problem-solving, self-starter, ability to work independently.
• Excellent communication skills: effectively communicate with a diverse group of people, ability to clearly articulate ideas to senior leadership, strong presentation skills, and effective stakeholder communication.
• Excellent interpersonal skills, collaborative spirit, ability to coordinate disparate groups
• Ability to obtain and maintain a 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 hourly pay range for this position is $29.33-$43.86. 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.