Research Administrative Assistant

Join the HJF Team!

HJF is seeking an Research Administrative Assistant to provide essential administrative and research coordination support at the VHA Airborne Hazards and Burn Pits Center of Excellence (AHBPCE). This role is critical to ensuring smooth day-to-day operations of research activities and participant engagement. The Research Administrative Assistant will support research teams by managing scheduling, organizing documentation, coordinating meetings, and ensuring timely communication with Veterans and stakeholders

This position will be in support of the New Jersey War Related Illness and Injury Study Center (NJ WRIISC) and it's sub-centers, the VHA Airborne Hazards and Burn Pits Center of Excellence (AHBPCE), and Exposure-Related Care Transformation (EXPRT) Center. Research activities broadly cover post-deployment health conditions attributable to military environmental exposures. NJ VA WRIISC is a national post-deployment health resource for the Veterans Health Administration (VHA). WRIISC develops and provides post-deployment health expertise to Veterans and their health care providers through research activities as well as through its specialty clinical programs, education, and risk communication.

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.

• Schedule and confirm appointments for research participants.
• Prepare and organize study documents, including consent forms, protocols, and participant materials.
• Act as a liaison between study teams and participants, providing updates and answering inquiries.
• Arrange meetings and conference calls for research staff, preparing agendas and recording minutes.
• Monitor and respond to electronic communications, directing inquiries appropriately.
• Provide information about Center programs and activities to Veterans and stakeholders.
• Manage shared calendars for clinical assessments and research visits to optimize scheduling.
• Maintain accurate records of correspondence, visitor logs, and appointments.
• Monitor office supply levels and process orders as needed.
• Perform general clerical tasks including photocopying, faxing, mailing, and filing.
• Support coordination of office and research operations to ensure efficiency.
• Attend weekly AHBPCE staff and project-specific meetings, contributing input and feedback.
• Complete required VHA training, including VA Privacy, Security Awareness, and Collaborative Institutional Training Initiative (CITI) certification.

Education and Experience

• High school diploma or GED required; Bachelor's degree preferred
• At least three (3) years of administrative experience in a similar role
• Strong organizational skills with proficiency in data entry and office systems
• Customer service experience with demonstrated professionalism in communications

Required Knowledge, Skills, and Abilities

• Requires excellent organizational skills, strong attention to detail, and the ability to provide high-quality customer service in a research and healthcare environment.
• Knowledge of proper grammar, punctuation, spelling, etc.
• Excellent communication skills.
• Ability to type at least 60 words per minute.
• Operate a word processor or computer.
• Effectively communicate with a diverse group of people.
• US Citizenship and the ability to obtain and maintain a T1 Clearance, including background check and drug screening.

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 $50,100-$80,900. 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

Any qualifications to be considered as equivalents, in lieu of stated minimums, require the prior approval of the Chief Human Resources Officer.