Join the HJF Team!

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.

HJF is seeking an Support Service/ Records Management Specailist. The purpose of this position is to provide administrative support to the USUHS Records Manager for maintaining and preservation of the agency's active records, and to ensure inactive records are disposed of in accordance with the Office of Secretary of Defense (OSD) disposition schedules. The position will also provide administrative support in the development, tracking, and renewal of USUHS Instructions, President's Policy Memorandum (PPM), and the Dean's Policy Memorandums (DPM).

This position will be in support of USUHS Adminstratuve Support Division.

• Provide records management guidance, training and assistance to USU personnel. Interpret and apply Department of Defense (DoD) directives, regulations and guidelines for application of records management within USUHS.
• Coordinate and assist the implementation of the USUHS records management program adhering to established standards and policies. Develop and retain current guidelines, practices and procedures throughout the life cycle of each departments/section's records.
• Review and ensure essential documents and record information required for the continuity of USU operations are identified and preserved in compliance with DoD directives. Assist in identifying, labeling, and automated file retention plans for the USUHS records.
• Provide assistance for the inspections in preparation of annual audits by the Office of the Secretary of Defense (OSD). Coordinate and/or conducts training and guidance classes with the DHA representative(s) to the USU faculty members and administrative staff for records management to include maintenance, retention, storage and disposal.
• Conduct assessments and evaluations to ensure USU records are being maintained in accordance with DoD guidelines, requirements and criteria and assist with the development of corrective action plans as needed. Maintain and organize of the USUHS files storage and staging area.
• Serve as the alternate instruction’s manager administrator. Maintain, update, and monitor the USUHS automated tracking system for all USUHS Instructions, PPMs, and DPMs. Maintain master files for the USUHS Instructions, PPMs, and DPMs to include the original signed copy, all draft copies, and coordination sheets. Notify the Office of Primary Responsibility (OPR) of the USU Instruction review date, and coordinate and assist the OPR with their requests, comments and questions regarding the agency's Instructions, PPM, and DPM process.
• Format, edit, and assign numbers to new USU Instructions, PPMs, and DPMs and conduct the accessibility process. Review and forward final formatted USU Instructions, PPMs, and DPMs to Office of Primary Responsibility (OPR) for approval.
• Prepare Executive Summary Sheets for final USU Instructions coordination with the OPR to include the Vice President for Finance and Administration (VFA), General Counsel (OGC), and Chief of Staff for the USU President's signature. Records, dates, and prepares the final signed USU Instructions, PPMs, or DPMs to be uploaded to the ASD's website
• 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.

• Knowledge of computers and Microsoft Office software, to include Word and Excel. Skilled in verbal communication sufficient to convey and receive information, communicate effectively with a diverse group of people, and provide concise and thorough guidance.
• Skilled in verbal communication to explain information in order to make recommendations as it relates to automated file records, and storage. Skilled in written communication sufficient to compose guidance, reports, and analysis and to develop information procedures as guidance for users. Knowledge of records management administrative policies and procedures.
• Skilled in researching, interpreting, and applying regulations and dispositions of USU Instructions, PPM, DPM and records management based on various subject-matter and descriptions. Ability to conduct fact-finding procedures in order to investigate hardcopy and automated files and records management systems. Knowledge of office automation techniques, tracking, methods, equipment, software, and practices. Knowledge of procedures for posting documents on the web.

• 
  Lifting: Requires lifting materials up to 10 lbs.

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

• High school diploma or GED required; Bachelor’s degree preferred
• Minimum of 3-5 years of experience is required

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.