Administrative Assistant III - Agile Vaccines & Therapeutics Department

Overview:

Join the HJF Team!

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 the Agile Vaccine & Therapeutics Department (AVAT) under the Defense Infectious Diseases Directorate (DIDD) at the Naval Medical Research Command (NMRC), Silver Spring, MD.

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.

Responsibilities:

• 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.
• Maintain department head and supervisor’s calendars and make meeting arrangements as necessary, including: reserving meeting rooms and arranging for audio-visual and IT support, collecting and preparing information for department head and supervisor's use for meetings, and submitting/tracking requests for printing posters.
• Perform clerical and administrative functions such as sorting mail, operating automated office equipment, and providing and maintaining department office supplies.
• Serve as backup to department laboratories for placing supply and services purchase orders through HJF Oracle.
• Perform typing assignments and proofreads all work. Drafts original letters on behalf of the supervisor that require some independent judgement.
• Maintain and updates databases and spreadsheets as needed, including department ECN NMRC property tracker; NMRC Equipment Inventory for DMRO; mail room roster; personnel roster; and key roster for department.
• Enter in the Navy Enterprise Resource Planning (NERP) database: supply purchase requests; animal purchase requests; equipment maintenance service contracts and military and civilian training requests.
• Route and track for signature and processing department documents including but not limited to memos; agreements; supply and equipment purchase requests and supporting documents; animal purchase requests; equipment maintenance service contracts and military and civilian training requests.
• Collect, review and file packing slips for the purchases.
• Route and track publications, manuscripts, and presentations for review and approval using the NMRC-required electronic system (GEARS).
• Assist with tracking and routing documents for the department’s personnel NMRC badges.
• Assist with employee in and out processing for new hire; resignations; dismissals, and retirements.
• Schedule passport photos in Vios system for department military personnel.
• Approves department personnel uploaded training certificates.
• Participate in meetings (in person and virtual) and required training for the role.
• May perform other duties and responsibilities as assigned or directed by the supervisor.

Qualifications:

• Associate’s Degree required.
• Minimum of 6-8 years experience required.

• Excellent oral and written communication skills including proper grammar, punctuation, and spelling.
• Excellent ability to organize their work, manage time, and be flexible and resourceful when unexpected issues come up.
• Working knowledge of use of computer word processing (MS Word), spreadsheet (MS Excel), presentation (MS PowerPoint), and virtual meeting (MS Teams) applications.
• Effectively communicate with a diverse group of people.
• Strong interpersonal, organizational, and cross-cultural skills and the ability to work with members within the department and with other departments at NMRC.
• This position requires that you obtain and maintain a T1/Public Trust background check.

• Lifting: Requires lifting materials up to 10 lbs.
• Ability to stand or sit at a computer for prolonged period of time.

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

Some HJF employees are required to be fully vaccinated against COVID-19. Proof of vaccination or an approved religious or medical accommodation will be required.

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

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.