Administrative Assistant II - OUMD

Administrative Assistant II - OUMD

Join to apply for the Administrative Assistant II - OUMD role at The Henry M. Jackson Foundation for the Advancement of Military Medicine.

The Administrative Assistant II provides a wide range of administrative and clerical duties for a department or department manager. Responsibilities include preparing reports, meeting minutes, correspondence, creating and editing documents, spreadsheets and presentations, managing schedules, arranging appointments, and answering phone calls. This position supports the [Department/Program Name] and [Enter Program and/or Project/Research Summary Here].

The Henry M. Jackson Foundation for the Advancement of Military Medicine (HJF) is a nonprofit organization dedicated to advancing military medicine. HJF serves 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.

• Answers phones and takes and delivers messages. Provides information to callers as needed and appropriate. Answers questions of moderate complexity for callers.
• Sets up and maintains department files and assists with initiating, organizing, completing department projects.
• Maintains supervisor’s calendar and makes arrangements for meetings as necessary.
• Determines new procedures for department as necessary.
• Prepares clerical and administrative functions such as sorting mail, operating automated office equipment, and providing and maintaining department office supplies.
• Performs typing assignments and proofreads all work. Drafts letters on behalf of the supervisor. Maintains and updates databases and spreadsheets as needed.
• 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.
• Manage calendars and schedule meetings, appointments, and conference calls for the Directorate.
• Proofread and edit documents, emails, memos, and reports with a high level of accuracy and professionalism.
• Support day-to-day operations including meeting coordination, note-taking, task tracking, and internal communications.
• Monitor deadlines, track action items, and follow up with team members to ensure timely completion.
• Serve as a liaison between internal staff and external stakeholders.
• Maintain filing systems, records, and documentation both digitally and in hard copy.
• Assist with onboarding support for new hires (welcome logistics, forms, access).
• Handle confidential and time-sensitive information with discretion.

• High school diploma or GED required;
  Bachelor’s degree preferred.
• Minimum of 3-5 years of experience is required (preferably in a research, military, or government setting).

• Knowledge of proper grammar, punctuation, spelling, etc.
• Ability to type at least 60 words per minute.
• Operate a word processor or computer.
• Effectively communicate with a diverse group of people.
• Exceptional attention to detail and proofreading ability.
• Strong organizational and time management skills.
• Ability to multitask and solve problems independently in a fast-paced environment.
• Proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Excellent verbal and written communication skills.

• Lifting:
  Requires lifting materials up to 10 lbs.
• Lifting:
  Requires lifting materials up to 25 lbs.
• Lifting:
  Requires lifting materials over 25 lbs.
• Ability to stand or sit at a computer for prolonged periods
• Ability to climb, pull, and lift heavy objects
• Operating motor vehicles, machinery, and/or power tools

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

• The hourly pay range for this position is $24.09-$29.81. Actual hourly pay will be determined based on experience, education, etc.

• HJF offers a comprehensive suite of benefits focused on your health and well-being, from medical, dental, and vision…