Administrative Assistant III - Translational Medicine

Join the HJF Team!

HJF is seeking an Administrative Assistant III - Translational Medicine 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 the USU Department of Medicine, Translational Medicine Unit. The Translational Medicine Unit (TMU) supports a diverse portfolio of clinical and translational research focused on advancing the prevention, diagnosis, and treatment of infectious diseases and other conditions affecting military and civilian populations. TMU supports research ranging from early-stage scientific development through clinical trials, including vaccine, therapeutic, and medical countermeasure studies.

The unit works collaboratively with investigators, federal partners, academic institutions, industry sponsors, and clinical research sites to coordinate and execute complex research programs.

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.

• Serve as the front-office point of contact for visitors, research participants, staff, and collaborators.
• Coordinate scheduling and use of clinical, laboratory, conference, and study spaces.
• Maintain shared calendars for study visits, meetings, inspections, equipment use, and important deadlines.
• Coordinate office, clinical, and laboratory supply inventories; prepare purchase requests; track orders; and follow up on delayed items.
• Maintain project trackers, spreadsheets, action-item logs, deliverable calendars, and recurring reporting deadlines.
• Track agreements, purchase orders, invoices, funding actions, training requirements, and administrative approvals.
• Organize meeting agendas, take notes, document decisions, and track assigned follow-up actions.
• Maintain organized electronic and paper files, including project correspondence, administrative records, SOPs, and reference documents.
• Support onboarding and offboarding of staff, including workspace, access, equipment, training, and orientation checklists.
• Coordinate routine facility, IT, equipment-maintenance, and service requests and follow them through completion.
• Assist with travel, meeting logistics, visitor access, conference registration, and preparation of briefing materials.
• Maintain contact lists, distribution lists, organizational charts, staffing rosters, and project directories.
• Help prepare routine status reports, project summaries, budget spreadsheets, presentations, and administrative sections of proposals.
• Track regulatory or compliance deadlines, including EPA-related documents when applicable, without serving as the primary regulatory specialist.
• Identify administrative bottlenecks and develop standardized templates, checklists, and workflows to improve office efficiency.

• Bachelor's Degree required.
• Minimum of 6-8 years experience required.

• Knowledge of proper grammar, punctuation, spelling, etc.
• Excellent communication skills.
• Ability to type at least 60 wpm, operate a word processor or computer.
• Effectively communicate with a diverse group of people.
• Experience with clinical trials, federal research administration, and/or U.S. Environmental Protection Agency (EPA) regulatory processes is preferred.
• Ability to obtain and maintain a T1/Public Trust background check.

• Lifting:
  Requires lifting materials up to 25 lbs.
• Ability to stand or sit at a computer for prolonged periods.
• Ability to climb, pull, and lift heavy objects.

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

• The annual salary range for this position is $61,006.40 -…