Program Assistant - Military HIV Research Program - Bethesda, MD

Updated: April 13, 2020
Job ID: 215607
Status: Full-Time
Regular/Temporary: Regular
Location: Bethesda, MD, United States

Join the HJF Team!

HJF is seeking a Program Assistant to support to the Department of International HIV Prevention and Treatment (IHPT) in support of the US Military HIV Research Program (MHRP) in Bethesda, Maryland. HJF provides scientific, technical and programmatic support services to MHRP.

Responsibilities will include providing programmatic support to the IHPT Department Director and IHPT personnel. Incumbent will report to the Senior Program Manager. 


  1. Sets up and monitors conference calls; prepares and distributes agendas; and reserves conferences rooms.
  2. Coordinates partner and external stakeholder delegation office visits as required.
  3. Takes, distributes, and files IHPT and country-specific minutes and action items, for conference calls and meetings.  
  4. Oversees and tracks IHPT staff specific action items resulting from meetings, calls and TDYs and tracks completion.
  5. Manages travel submission and arrangements for IHPT personnel. This includes, but is not limited to, the following:
    • Maintaining department travel calendar, and alerting travelers when submission deadlines are approaching.
    • Ensuring timely and accurate submission of paperwork required for approval.
    • Arranging in-country logistics with local staff, including hotel, in country flights and local transportation.
    • Following up with travelers to ensure proper submission of expense reports and trip reports.
    • Liaising with travel staff at MHRP and Walter Reed.
    • Maintaining an accurate database or spreadsheet of travel rates, and ensuring that IHPT staff submits correct and accurate requests for travel reimbursement.
  6. Ensures that international staff contact lists and organizational charts are routinely updated, circulated and filed appropriately.
  7. Prepares paperwork for new hires, including training requirements, computer, telephone, key, long distance access codes, etc.
  8. Files, organizes and maintains up-to-date IHPT documents, both in hard copy and on the shared drive.
  9. Compiles and submits purchase requests for IHPT personnel.  Follows up to ensure that items are received and submitted to the correct requestor. 
  10. Initiates and manages logistical preparations for field-based staff for the IHPT HQ meetings and Technical Workshops, including hotel contracts and accommodations, local transportation, meals during work hours, etc.
  11. Supports the WRAIR IHPT staff and PEPFAR Deputy Principal with administrative needs and travel logistics.
  12. Provides overall administrative support to the IHPT office, including developing management tools such as templates, trackers, etc. to support program implementation.
  13. Performs other duties as required.

Required Knowledge, Skills, and Abilities:  

  • Exceptional proficiency in Microsoft Office (Word, Excel and PowerPoint).
  • Intuitive understanding of technology, and the ability to quickly pick up on new interfaces/concepts.
  • Excellent written and oral communication skills in English.
  • Strong proofreading and editing skills.
  • Strong problem solving skills and initiative.
  • Flexibility and willingness to learn.
  • Extremely detail-oriented.
  • Ability to work independently, and as part of a multi-cultural team.
  • Ability to multitask and to meet tight deadlines.
  • Interest and/or experience in public health, international development, or a related field is a plus.

Minimum Education/Training Requirements: Bachelor’s degree.

Minimum Experience:  0 – 2 years of experience working in an office environment.

Supervisory Responsibilities/Controls: Reports to the Senior Program Manager.

Work Environment: Office/field environment; may require working evenings and weekends.

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, addresses, education, and credentials, a criminal background check, drug screening, and a department of motor vehicle (DMV) check.  

HJF is an equal opportunity and affirmative action employer.  All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or protected veteran status.

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