Administrative Assistant; HQ; TBICOE

Join the HJF Team!

HJF is seeking an Administrative Assistant who performs a wide range of administrative and clerical duties to support the TBICoE HQ leadership to include the Branch Chief, Assistant Branch Chief, and section Chiefs. 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 Traumatic Brain Injury Center of Excellence (TBICoE) in Silver Spring, MD. TBICoE is a branch of the Research Support Division in the Research and Engineering Directorate (R&E) of the Defense Health Agency (DHA). DHA is a Federal Program within the Department of Defense (DoD). TBICoE, known previously as the Defense and Veterans Brain Injury Center (DVBIC), has been congressionally mandated since 1992 and is currently a matrixed research, dissemination, and knowledge translation program, supporting warfighter brain health and readiness by advancing the traumatic brain injury state of the science and clinical standards.

TBICoE's mission to support the warfighter is executed through subject matter experts embedded across DHA facilities with expertise in TBI clinical research investigations, surveillance, clinical tool development and training, cognitive monitoring and assessment, and dissemination of TBI tools, products, and education/training materials to DoD medical personnel, service members, including Guard, Reserve, and operational medics/corpsmen, veterans with TBI, and families/caregivers of the warfighter

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.

• Answering incoming telephone calls for TBICoE HQ.
• Maintain calendar of appointments for TBICoE HQ office, including the scheduling of appointments, events, conferences, travel and leave schedules for TBICoE leadership. This will require the contractor to coordinate multiple schedules and have knowledge of the supervisor's and staff schedules, as well as previous commitments.
• Schedule meetings (in person and online), reservation of conference/meeting rooms, issuance of Teams' numbers for meetings, recording and transcription of meeting minutes and other logistical support associated with setting up and conduction of meetings.
• Provide administrative assistance to TBICoE leadership for organizing and completing Branch, Section, and office related projects and tasks.
• Will utilize Microsoft Office software to include Teams, Word, Outlook, Excel, and Power Point, and other tools within Microsoft Office suite or other required programs, as needed.
• Will utilize SharePoint software (or other internal/intranet platforms) to include uploading and logging out of material and managing documents within the software.
• Appropriate delivery of mail and other packages.
• Other tasks associated with executive/administrative support functions.
• Arranges conference rooms, meeting invites, and is POC for TBICoE senior leadership calendar.
• Develop and maintain a system to record and track all TBICoE travel, to include conferences, workshops, speaking engagements, lectures, events, and site visits. This system is to also track any due outs from the travel, such as briefings, reports, etc.
• Manage transportation and hotel reservations, arrange schedules of visits, notify organizations and officials to be visited, arrange local transportation, initiate country theater clearance requests and visits to embassies for visa/passport services and prepare travel orders and travel settlement vouchers for both Government employees and Contractor personnel.
• Enter information into the Defense Travel System (DTS) as related to travel activities.
• Responsible for ensuring appropriate travel coordination between TBICoE HQ and DAD-MA Budget Office.
• Maintain accurate financial ledgers related to funds expended in support of travel, registration fees, training costs, shipments, and their postings to the appropriate cost centers and projects.
• Arrange domestic and international travel for Government staff, including uniformed service and GS employees.
• Responsible for ensuring documents that require the Branch Chief (or designee)'s signature are properly prepared and tracked to completion.
• Works under the guidance of Deputy PM to execute records management best…