Job Description

Are you a diligent, reliable administrative professional with excellent organizational and communication skills?

Do you love making a difference for the team you work with?

Would you like to expand your skills and grow your career with a ground-breaking team?

Do you long for the opportunity to have real impact on the outcomes that affect an organization?

If so, we are looking for people who are interested in a rewarding and exciting job opportunity just like you!

We are currently seeking an organized administrative professional with strong interpersonal and communication skills to tackle the position of Group Administrator for two teams, the Engagement Optimization Group and APL's Design Thinking Group. The Group Administrator will be responsible for virtually all administrative tasks supporting both groups and assist technical staff, management, and interns as-needed to help solve critical problems.

As a A3I and A3H Group Office Administrator ...

• Provide daily administrative support, including group calendar maintenance, mail distribution, office supply management, time card proxy entries, backup for end-of-day security checks, schedule meetings and conference rooms, maintain group files, and coordinate and set up offices for new hires and moves (furniture, phone, networks).

• Coordinate and schedule review of resumes and interviews for hiring, including organization of phone screens of applicants.

• Coordinate and submit paperwork for all purchases (via requisition & credit cards), perform required reconciliations, and track all group overhead and capital expenditures.

• Arrange payment and reimbursement of other expenses.

• Serve as Property Associate (tracking of equipment locations, inventory, surplus, transfers).

• Prepare shipping paperwork.

• Seek opportunities to make the group more effective, productive, and enjoyable by identifying and implementing new/improved administrative procedures, contributing to group morale by planning and supporting fun events, and assisting staff with reserving conference rooms and organizing and scheduling meetings.

• Support the preparation, review, approval, and distribution of memos, reports, presentations, and other documentation

• Assist with travel planning, prepare expense reports, arrange outgoing clearances for staff members, and verify incoming clearances for visitors.

• Serve as Group Security Representative. Attend various security meetings and serve as group resource regarding security matters.

Special Working Conditions:

• The two groups supported work from separate campuses. Two days per week will be spent at the campus in Columbia and three days per week at the Main Campus in Laurel.
• Must have access to reports, memoranda, presentations, and other materials that are classified SECRET.
• Ability to work overtime on infrequent occasions.

You meet our minimum qualifications for the job if you...

• Possess a High school diploma or equivalent.

• Have a minimum of 3 years of administrative work experience.

• Have strong written communication and proofreading skills.

• Have strong motivation to effectively meet staff needs and maintain a pleasant and welcoming office environment, including discretion in handling sensitive personnel and organizational information.

• Demonstrate the following capabilities:

  1. ability to work in a multitasking environment, prioritizing a continuous work flow with frequent interruptions,
  2. proficiency in carrying out office procedures,
  3. excellent interpersonal skills and ability to interact with all staff levels and representatives of external organizations effectively and with a professional demeanor,
  4. strong personal computer skills and proficiency with Microsoft Word, Excel and Outlook,
  5. ability to initiate tasks with general guidance.
• Are willing and able to to work in the Special Working Conditions listed.
• Are able to obtain a Secret security clearance. If selected, you will be subject to a government security clearance investigation and must meet the requirements for access to classified information. Eligibility requirements include U.S. citizenship.
• Are able to obtain an Interim Secret level security clearance by your start date and can ultimately obtain a Secret level clearance. If selected, you will be subject to a government security clearance investigation and must meet the requirements for access to classified information. Eligibility requirements include U.S. citizenship.

You'll go above and beyond our minimum requirements if you...

• Have had some college education.
• Have knowledge of APL’s Enterprise Business Support System (EBSS), property management (PEMS), and documentation system (ECMS).
• Have familiarity with APL Practices and Procedures.
• Have experience as Group Security Representative and good working knowledge of the rules and regulations associated with security.
• Have proficiency with Microsoft PowerPoint and SharePoint or similar group collaboration environment.

Why work at APL?

The Johns Hopkins University Applied Physics Laboratory (APL) brings world-class expertise to our nation’s most critical defense, security, space and science challenges. While we are dedicated to solving complex challenges and pioneering new technologies, what makes us truly outstanding is our culture. We offer a vibrant, welcoming atmosphere where you can bring your authentic self to work, continue to grow, and build strong connections with inspiring teammates.

At APL, we celebrate our differences and encourage creativity and bold, new ideas. Our employees enjoy generous benefits, including a robust education assistance program, unparalleled retirement contributions, and a healthy work/life balance. APL’s campus is located in the Baltimore-Washington metro area. Learn more about our career opportunities at http://www.jhuapl.edu/careers.

APL is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, creed, color, religion, sex, gender identity or expression, sexual orientation, national origin, age, physical or mental disability, genetic information, veteran status, occupation, marital or familial status, political opinion, personal appearance, or any other characteristic protected by applicable law.

APL is committed to promoting an innovative environment that embraces diversity, encourages creativity, and supports inclusion of new ideas. In doing so, we are committed to providing reasonable accommodation to individuals of all abilities, including those with disabilities. If you require a reasonable accommodation to participate in any part of the hiring process, please contact Accommodations@jhuapl.edu. Only by ensuring that everyone’s voice is heard are we empowered to be bold, do great things, and make the world a better place.

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