Education Administrative Specialist II - GME

Join the HJF Team!

HJF is seeking an Educational Administrative Specialist II provides meticulous administrative support within the Graduate Medical Education (GME) team at the Uniformed Services University (USU) School of Medicine. Operating under a team lead, the Program Support Specialist, and the Associate Dean/DIO, the incumbent coordinates critical operational workflows for the National Capital Consortium (NCC). Primary responsibilities include executing flawless logistics for the Academic Subcommittee, managing Program Director recruitment, tracking trainee administrative leave, and assisting with program administration requirements.

This position will be in support of USU's School of Medicine's Graduate Medical Education (SOM-GME), located in Bethesda, MD.

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.

• Provides comprehensive administrative and logistical coordination for academic hearings and review processes; coordinates logistics to secure voting quorums, issues formal invitations, and manages physical or virtual meeting spaces.
• Compiles, reviews, and assembles highly sensitive trainee academic action packets, ensuring all documentation is accurate, complete, and routed appropriately through legal counsel and board members.
• Establishes and maintains rigorous physical and electronic file repositories for all academic actions to support future credentialing and verification checks; ensures all records are maintained flawlessly to withstand strict legal scrutiny in potential formal proceedings.
• Drafts formal updates and summaries regarding subcommittee actions, hearings, and results to keep the Graduate Medical Education Committee (GMEC) fully informed.
• Coordinates the programmatic lifecycle of Program Director searches to fill critical vacancies; issues timely and accurate vacancy notifications to military service branches to maximize recruitment outreach.
• Receives, organizes, and tracks candidate nomination packets; assists the committee chair with the formal assembly of selection committees.
• Coordinates complex interview schedules, panel meetings, and candidate agendas across multiple stakeholder calendars.
• Tracks search progress and compiles status updates to ensure the GMEC is regularly informed of active recruitment pipelines.
• Prepares and routes appointment memorandums for Program Directors and Assistant Program Directors.
• Tracks, monitors, and documents trainee administrative leave requests and usage in strict accordance with the provisions outlined in the NCC Administrative Handbook, ACGME, American Board of Medical Specialists, and DHA rules and policies.
• Maintains accurate electronic logs and records of approved leave periods to support official program reporting and track training timeline modifications.
• Reviews, coordinates, and routes Program Letters of Agreement (PLAs) for external trainee rotations, ensuring each is backed by a valid Training Affiliation Agreement (TAA) or Memorandum of Agreement (MOA) with the corresponding rotation site.
• Manages the administrative tracking and formal routing pipeline of these agreements to ensure timely review and official approval by the GMEC and the DIO.
• Serves as a compliance checkpoint to verify that no trainee travel or external rotation occurs without an approved, active training agreement on file.
• Assists with routing standard training verifications to the appropriate authority and archiving historical trainee records upon graduation.
• Collaborates with team members on shared administrative tasks, handles routine stakeholder inquiries, and executes special GME operational projects assigned by leadership.
• May perform other duties and responsibilities as assigned or directed by the supervisor. This may include attendance of and participation in required training for role.

Education and Experience

• Associate's Degree, Bachelor's degree preferred (Healthcare Administration, Business,…