Management Support Specialist (HQ) - TBICOE

Join the HJF Team!

HJF is seeking a Management Support Specialist to provide administrative support to include task management, human resource support, support agreement coordination, hiring and onboarding process, track training materials, support identification and development and approval of SOPs, and maintain record of reports and taskers.

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.

• Coordinates across relevant TBICoE staff and sections to develop, review and maintain necessary TBICoE support agreements, which may include but are not limited to MOAs, MOUs, DSAs, and/or CRADAs. Provides monthly report of status.
• Develop TBICoE's Annual Training Plan to include short- and long-term training goals for TBICoE staff, to include DHA mandated training and TBICoE-specific internal training. Maintain a tracking record of training requirements in order to report compliance monthly.
• Assist with the execution and monitoring of the hiring process from position description development. Serves as liaison for onboarding and off boarding.
• Reviews DoD, DHA, DAD-MA and other appropriate regulations, directives and documents to ensure TBICoE SOPs are in compliance with other higher authority SOPs.
• Draft correspondence and policy letters for TBICoE's review and approval.
• Serve as TBICoE's action officer for designated tasks, such as communications, HR, training, rosters, etc.
• Report status of projects to Government lead on a routine basis, weekly or daily as necessary and appraise Government lead immediately when a problem arises that may impact the successful execution of the task.
• Serves as TBICoE's point of contact for TBICoE's SharePoint.
• Responsible for assisting with the daily operations of TBICoE HQ office, such as ordering and stocking of general office supplies, maintaining phone rosters, work orders, allocation and coordination of working/office space, etc. and maintain and track inventory.
• Assist with management of office space and maintain seating chart.
• Facilitates records management upkeep to include overall management and maintenance and training.
• Other duties as assigned.

Education and Experience

• Bachelor's Degree; Master's Degree preferred. Experience within similar work setting may be accepted in lieu of educational minimums.
• Minimum of 4-6 years experience required.

Required Knowledge, Skills and Abilities

• Knowledge of the duties, priorities, commitments, policies and program goals is required.
• Ability to use sound judgment in problem solving and excellent interpersonal and communications skills required.
• Ability to coordinate complex issues at any given time required.
• Ability to anticipate needs, take initiative and strong attention to details.
• Must adhere to legal, professional and ethical codes with respect to confidentiality and privacy.
• May require US Citizenship and the ability to obtain and maintain a T3/Secret Clearance.

Physical Capabilities

• Lifting: Requires lifting materials up to 25 lbs.
• Ability to stand or sit at a computer for prolonged periods.

Work Environment

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

Compensation

• The annual salary range for this position is $67,500-$77,700. Actual salary will be determined based on experience, education, etc.

Benefits

• HJF offers a comprehensive suite of benefits focused on your health and well-being, from medical, dental, and vision coverage to health savings and retirement plans, and more.

Employment with HJF is contingent upon successful completion of a background check, which may include, but is not limited to, contacting your professional references, verification of previous employment, education and credentials, a criminal background check, and a department of motor vehicle (DMV) check if applicable. 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

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information. 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.