Education Administrative Specialist II - GME

Join the HJF Team!

HJF is seeking an Educational Administrative Specialist II provides meticulous administrative support within the Graduate Medical Education (GME) team at the Uniformed Services University (USU) School of Medicine. Operating under a team lead, the Program Support Specialist, and the Associate Dean/DIO, the incumbent coordinates critical operational workflows for the National Capital Consortium (NCC). Primary responsibilities include executing flawless logistics for the Academic Subcommittee, managing Program Director recruitment, tracking trainee administrative leave, and assisting with program administration requirements.

This position will be in support of USU's School of Medicine's Graduate Medical Education (SOM-GME), located in Bethesda, MD.

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.

• Provides comprehensive administrative and logistical coordination for academic hearings and review processes; coordinates logistics to secure voting quorums, issues formal invitations, and manages physical or virtual meeting spaces.
• Compiles, reviews, and assembles highly sensitive trainee academic action packets, ensuring all documentation is accurate, complete, and routed appropriately through legal counsel and board members.
• Establishes and maintains rigorous physical and electronic file repositories for all academic actions to support future credentialing and verification checks; ensures all records are maintained flawlessly to withstand strict legal scrutiny in potential formal proceedings.
• Drafts formal updates and summaries regarding subcommittee actions, hearings, and results to keep the Graduate Medical Education Committee (GMEC) fully informed.
• Coordinates the programmatic lifecycle of Program Director searches to fill critical vacancies; issues timely and accurate vacancy notifications to military service branches to maximize recruitment outreach.
• Receives, organizes, and tracks candidate nomination packets; assists the committee chair with the formal assembly of selection committees.
• Coordinates complex interview schedules, panel meetings, and candidate agendas across multiple stakeholder calendars.
• Tracks search progress and compiles status updates to ensure the GMEC is regularly informed of active recruitment pipelines.
• Prepares and routes appointment memorandums for Program Directors and Assistant Program Directors.
• Tracks, monitors, and documents trainee administrative leave requests and usage in strict accordance with the provisions outlined in the NCC Administrative Handbook, ACGME, American Board of Medical Specialists, and DHA rules and policies.
• Maintains accurate electronic logs and records of approved leave periods to support official program reporting and track training timeline modifications.
• Reviews, coordinates, and routes Program Letters of Agreement (PLAs) for external trainee rotations, ensuring each is backed by a valid Training Affiliation Agreement (TAA) or Memorandum of Agreement (MOA) with the corresponding rotation site.
• Manages the administrative tracking and formal routing pipeline of these agreements to ensure timely review and official approval by the GMEC and the DIO.
• Serves as a compliance checkpoint to verify that no trainee travel or external rotation occurs without an approved, active training agreement on file.
• Assists with routing standard training verifications to the appropriate authority and archiving historical trainee records upon graduation.
• Collaborates with team members on shared administrative tasks, handles routine stakeholder inquiries, and executes special GME operational projects assigned by leadership.
• 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.

Education and Experience

• Associate's Degree, Bachelor's degree preferred (Healthcare Administration, Business, Education, or related field).
• Minimum of 3-5 years experience required.

Required Knowledge, Skills and Abilities

• Knowledge of Microsoft Office Suite, particularly within Word and Outlook, Google Suite applications; may also require knowledge of other office applications.
• Excellent oral and written communication skills.
• Exceptional organizational and proactive time-management skills, with a demonstrated ability to prioritize tasks and meet strict deadlines.
• Demonstrated problem-solving abilities, adaptability, and a collaborative mindset to thrive within a structured, team-based reporting environment.
• Meticulous attention to detail and an established track record of handling highly confidential, legally sensitive documentation with zero margin for error.
• Highly developed interpersonal skills, including the ability to communicate, collaborate, and work effectively and respectfully with a diverse array of personnel and contribute as a fully engaged member of a high-performing team.
• Ability to obtain and maintain a T1/Public Trust background check.

Work Environment

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

Compensation

• The hourly pay range for this position is $22.16-$31.00. Actual hourly pay 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.