Administrative Assistant III - PESMOA

• Provides high-level administrative support to the Department Chair and Administrative Officer by managing complex workflows, prioritizing competing demands, and ensuring timely execution of critical tasks across a large department.
• Coordinates and executes logistics for departmental events and engagements, including global grand rounds, visiting faculty, and official meetings, ensuring effective planning, communication, and material preparation.
• Supports the full faculty life cycle, including appointments, annual promotions, faculty development activities, and required compliance documentation.
• Prepares, tracks, and processes memoranda, funding requests, and internal/external taskers, ensuring accuracy, completeness, and adherence to deadlines and regulatory requirements.
• Maintains operational continuity by monitoring administrative functions, providing backup support as needed, and ensuring consistent coverage in a resource-constrained environment.
• Facilitates coordination across internal and external stakeholders while supporting onboarding, personnel tracking, centralized administrative processes, and continuous improvement of department workflows.
• Performs a range of additional duties assigned that are consistent with the scope and level of the position, including required training, professional development, and other activities necessary to support departmental operations.

Join the HJF Team!

HJF is seeking an Administrative Assistant III who provides comprehensive administrative support to departmental leadership in a high-volume, complex environment, including preparation of reports, correspondence, and briefing materials. Coordinates schedules, meetings, and engagements while managing communications and serving as a point of contact for internal and external stakeholders. Develops, maintains, and updates documents, databases, and tracking systems to support operational efficiency and compliance. Applies working knowledge of organizational policies and procedures to ensure accuracy, consistency, and timely execution of administrative functions.

This position will be in support of the School of Medicine Department of Psychiatry (SOM-PSY), located in Bethesda, MD. To learn more about the position - https://sites.google.com/usuhs.edu/psy-national/home.

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.