Job Description

Do you love to organize, facilitate, and provide administrative and operational support?

Are you searching for significant work in various research and operational fields?

Are you passionate about working in a fast-paced, dynamic environment?

Do you like contributing to the overall success of an organization?

If so, we 're looking for someone like you to join our team at APL!

We are seeking an Administrative Assistant for our Group in the Space Exploration Sector (SES), who will support the Group Supervisor (GS) and Assistant Group Supervisor (AGS) with the management and administration of a group of 40 technical professionals. As the Administrative Assistant for the Space Science Electronics (SRX) Group, you will assist group leadership with all aspects of group management.

As an Administrative Assistant you will...

• Keep detailed, organized records of purchase receipts, personnel documents, facility changes, policy updates, etc. Maintain organization of group shared drive, Wiki page, and other digital communications efforts.
• Inform the group about, and support implementation of, relevant laboratory, sector, branch, and group policies and procedures. Proactively inform the GS and AGS of issues requiring their attention.
• Seek opportunities to improve group efficiency and productivity by identifying and implementing new or improved administrative procedures, including the incorporation of best practices shared by administrators in other units. Communicate and collaborate effectively, as needed, with administrators in other APL units at all levels, including providing backup support.
• Assist staff with travel arrangements, preparing travel expense reports, and serving as a proxy for staff time-sheet entry.
• Process and fulfill staff requests for purchases of equipment and supplies, reconcile procurement card reports, process staff expense reimbursements for travel, local transportation, education and training activities, equipment purchases, etc.
• Track expenditures for overhead and capital budgets, following annual budgetary allocations, maintaining detailed records of purchases, and communicating with APL central procurement, financial managers, and external vendors.
• Ensure proper operation of office equipment (e.g., copier/printer). Maintain appropriate office supply levels, send and receive shipments, US mail, and internal mail, arrange IT support as needed. Prepare and submit maintenance work requests for repairs, installations, furniture moves, etc. Coordinate office moves and proactively handle general troubleshooting and queries. Submit surplus requests for any unused and unnecessary equipment or supplies.
• Assist staff with preparation and publication of technical memos. Assist staff with preparation, presentation, and distribution of materials for meetings and training sessions. Perform reviewing, proofreading, editing, routing, tracking, and filing of formal documentation, to include organizing and maintaining web-based documentation repositories. Write letters and emails on behalf of staff. Record and document meeting minutes and help maintain the group's collaboration site.
• Prepare for new hires including office space, furniture, computer, phone service, and supplies. Assist with welcome, orientation, and onboarding of new staff. Prepare for staff departures including retrieval of property and confirmation of completion of termination checklist.
• Assist with preparation and posting of job requisitions. Reviewing/tracking resumes and candidates, and scheduling job interviews. Interface with APL's recruiting system. Meet visitors and requisition candidates at APL entrances and escort them to meeting rooms.
• Assist staff with arranging meetings and appointments. Identify and reserve conference rooms and facilities, coordinating with the AV team when necessary to support hybrid meetings. Work with managers of special facilities to coordinate group events in their facilities as needed. Coordinate scheduling for internal and external meeting attendees. Send invitations and track responses. Arrange for coffee, water, other beverages, and food as needed.
• Assist with planning and execution of special in-person and virtual morale events including arrangement and delivery of food and beverages. Assist with sending congratulations and condolences to staff on life events with cards, flowers, or other appropriate means.
• Serve as Group Training Coordinator, assigning QMS training documents to new hires, sending training reminders to individuals, registering staff for required safety and instructor-led trainings, running reports to track training progress, and liaising with Department Training Coordinator to address any training issues or concerns.
• Assist staff with storage, scanning, destruction, and transmittal of classified materials (i.e., via appropriate, secure channels and/or the APL Document Control Center). Assist the Group Security Representative with maintaining a secure work environment, security training, and preparation for security inspections.
• Work with APL security to send and confirm visit requests and security clearances for meetings at government and contractor facilities and to facilitate requests for government and contractor facility access and badges.
• The expectation for this position is to be onsite five days a week during regular business hours, not including PTO.

You meet the minimum requirements of this position if you...

• Possess a High school diploma or equivalent, with three or more years of relevant administrative experience.
• Are proficient in the Microsoft Office suite of software tools specifically: Outlook, Word, Excel, and PowerPoint, and Adobe Acrobat Pro.
• Possess strong verbal, written, and interpersonal communication skills, with the ability to interact effectively with all levels of staff, work independently and as part of a team, proactively work to solve problems independently, and are committed to helping others and the organization achieve its goals by demonstrating a work ethic that includes being a self-starter, paying attention to detail, and using discretion and good judgment.
• Have strong time management and work organization and planning skills with the ability to multi-task and prioritize effectively.
• Are willing to work irregular hours to meet the business need of the group upon occasion.
• Can obtain Secret level 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.

You will go above and beyond our minimum qualifications if you...

• Possess an Associate's degree in a relevant field. Have previous administrative experience within APL and are familiar with the APL organization, staff, sponsors, and programs.
• Have familiarity with APL policies, practices, and procedures, including travel, reimbursements, purchasing, budgeting, and security. Are proficient in APL enterprise administration systems such as Enterprise Business Support System (EBSS), Ebuy, Learning Management System (LMS), Tririga Move Management System (MMS), Property Equipment Management System (PEMS), Analytics and Data Delivery Information Tool (ADDIT), and iCIMS recruiting system.
• Possess an active DoD Secret clearance

Be Part of Something Innovative

Over the past 25 years, the Space Exploration Sector at APL, has pushed the boundaries of what is possible; delivering game-changing impacts to sponsors like NASA and the Department of Defense. This includes historic, science space firsts like New Horizons reaching Pluto, Parker Solar Probe being the first to “touch” the sun, and the DART mission that redirected an asteroid for planetary defense. As a not-for-profit university affiliated research center, APL also delivered solutions to our nation’s national security challenges, as proven with the recent Deep Space Advanced Radar Concept (DARC) Tech Demo, and acts as a trusted partner with the US Space Force in space domain awareness and space-integrated warfare.

APL teams are currently developing missions that will advance the search for life in the Solar System through programs such as Europa Clipper and Dragonfly, exploring the lunar and cislunar domains, and providing fundamental knowledge of our Sun’s influence on the near-Earth environment through IMAP and other research and technology endeavors.  To learn about these APL’s mission and projects, https://civspace.jhuapl.edu/ and https://www.jhuapl.edu/OurWork/NationalSecuritySpace.

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.

The referenced pay range is based on JHU APL’s good faith belief at the time of posting. Actual compensation may vary based on factors such as geographic location, work experience, market conditions, education/training and skill level with consideration for internal parity. For salaried employees scheduled to work less than 40 hours per week, annual salary will be prorated based on the number of hours worked. APL may offer bonuses or other forms of compensation per internal policy and/or contractual designation. Additional compensation may be provided in the form of a sign-on bonus, relocation benefits, locality allowance or discretionary payments for exceptional performance. APL provides eligible staff with a comprehensive benefits package including retirement plans, paid time off, medical, dental, vision, life insurance, short-term disability, long-term disability, flexible spending accounts, education assistance, and training and development. Applications are accepted on a rolling basis.

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