Senior Administrative Assistant

Join the HJF Team!

HJF is seeking an Senior Administrative Assistant to provide program, administrative and clerical support to the WRIISC Director. This role plays a crucial role in ensuring the smooth operation of the program and supporting the Director in overall management. This position requires a high level of professionalism, ability to be discreet with confidential issues, and organizational skills to manage a wide range of responsibilities. Requires a thorough knowledge of the business operations and policies and procedures.

This position will be in support of the New Jersey War Related Illness and Injury Study Center (NJ WRIISC) and it's sub-centers, the VHA Airborne Hazards and Burn Pits Center of Excellence (AHBPCE), and Exposure-Related Care Transformation (EXPRT) Center. Research activities broadly cover post-deployment health conditions attributable to military environmental exposures. NJ VA WRIISC is a national post-deployment health resource for the Veterans Health Administration (VHA). WRIISC develops and provides post-deployment health expertise to Veterans and their health care providers through research activities as well as through its specialty clinical programs, education, and risk communication.

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.

• Develop internal SOPs in collaboration with subject matter experts and area leaders.
• Analyze areas of inefficiency and improve workflows.
• Make administrative decisions and act on behalf of the Director based on knowledge of the organization, policies, and personnel.
  Coordinate meetings and prioritize competing demands, prepare agendas, and take summary notes of meetings; facilitate meetings and ensure effective communication flow.
• Manage correspondence for Directors; draft and edit documents, reports, and presentations; screen emails to prioritize tasks; maintain records and track expenses for Co-Directors and research program; serve as a liaison between the Director and other staff, board members, and external stakeholders; and draft correspondence on behalf of the Director.
• Improve administrative processes; suggest innovative solutions to departmental problems; develop and implement new administrative procedures; document procedures using VA's Standard Operating Procedure format; coordinate special projects as assigned; assist in preparation of strategic plans and reports; organize departmental events and meetings; coordinate logistics for conferences and seminars; and manage guest speaker arrangements and itineraries.
• Track required tasks and reports from the local facility, VISN, and Program Office, provide draft responses, and coordinate with relevant lead personnel to ensure that requests are responded to in a timely manner.

Education and Experience

• Associates Degree.
• Minimum of 9-10 years experience is required.

Required Knowledge, Skills and Abilities

• Knowledge of the duties, priorities, commitments, policies and program goals
• Requires a high level of professionalism, ability to be discreet with confidential issues, and organizational skills to manage a wide range of responsibilities.
• Requires a thorough knowledge of the business operations and policies and procedures.
• Excellent word processing skills and computer skills.
• Ability to anticipate needs, take initiative and follow through.
• US Citizenship and the ability to obtain and maintain a T1 Clearance, including background check and drug screening.

Physical Capabilities

• Lifting: Requires lifting materials up to 25 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 annual salary range for this position is $64,200-$109,200. Actual salary 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.