Administrative Assistant for National Security Space

Johns Hopkins Applied Physics Laboratory•Laurel, MD

4h•Onsite

About The Position

This role provides administrative and programmatic support for the Space Readiness, Operations, and Intelligence Program Area Manager (PAM) and Program Managers (PMs). The position is part of a multi-disciplinary team focused on national security space challenges, with active involvement in team communications and knowledge management. The Program Area Office Administrator will play an integral role in strategic and operational duties for program/project planning, communicate with sponsors and government counterparts, and lead the planning, logistics, and execution for sponsor meetings and conferences. This includes managing clearances, drafting agendas, facilitating meetings, taking notes, and compiling action items. The role also involves coordinating external visits, providing calendar and scheduling support, assisting with data calls and task execution, coordinating internal program reviews, and managing program documents and templates. Additionally, the administrator will manage the program office, including purchasing, booking travel, processing reimbursements, leading property audits, building shipping authorizations, and organizing morale events to foster a positive team environment. The position contributes to program security processes as the group security representative and performs other duties as assigned to ensure the operational success of the National Space Security Mission Area (NSSMA), including backup support for other administrators. Collaboration with branch and cross-sector administration teams to enhance productivity and streamline administrative processes is also a key aspect of the role.

Requirements

Associate's degree, OR equivalent level of relevant experience.
At least five years of relevant administrative/programmatic support experience.
Proven ability to work on complex and multiple administrative and program tasks independently with little supervision, and willingness to take on additional work and challenges and develop new skills.
Proficient in the MS Office suite in order to produce high-quality documents, spreadsheets and presentations.
Capable of demonstrating independent judgment, interacting and communicating effectively with group and program supervisors, leadership, and external contractors and sponsors.
Proactively initiate, manage, and lead program tasking.
Strong attention to detail with excellent written and oral communication skills.
Ability to handle sensitive information and organizational data with a high degree of confidentiality.
Able to obtain a TS/SCI 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.

Nice To Haves

Bachelor's degree in business, economics or another pertinent field, OR equivalent level of experience.
Ten or more years of administrative experience in DoD program support, including administrative support to Program and Program Area Managers.
Prior experience with APL-specific Practices and Procedures, software, and databases (e.g. Data Warehouse. RMIS, EBSS, etc..).
Experience in Space Exploration and/or APL policies, practices, and procedures, including but not limited to travel, purchasing, security, and property administration.
Advanced user of Microsoft Office Suite and APL applications.
Current Top Secret (or higher) level clearance.

Responsibilities

Play an integral role in strategic and operational duties for all program/project planning efforts within the Space Readiness, Operations, and Intelligence Program Area.
Communicate with sponsors and government counterparts to schedule classified conferences, workshops, and exercise participation.
Lead all of the planning, logistics, and execution for routine sponsor meetings, CVTCs, and large sponsor conferences and symposia (i.e., schedule room, food, track clearances, draft agendas, assemble briefs, push slides, badging, parking, shuttles, etc.).
Serve as a meeting facilitator adjusting to dynamic events, taking notes, and compiling action items.
Lead the coordination of external visits to sponsors by sending clearances for travel and validating that the clearances were received.
Provide calendar and scheduling support for the Space Readiness, Operations, and Intelligence Program Area Manager, Program Managers, and program teams.
Assist in the compilation of various data calls for the Program Area Manager (PAM) and PMs, and manage and track task execution.
Coordinate internal program reviews, working closely with the Program Managers (PMs).
Assist with other program documents and templates as required.
Proofread and format documents and presentations at the request of the PAM and PMs.
Lead the management of the program office to include purchasing and reconciling equipment, materials, and supplies.
Book travel and process travel reimbursements.
Lead property audits as the group property administrator.
Build shipping authorizations.
Organize group morale events and take the lead in contributing to a positive team environment and culture.
Contribute to program security processes and serve as the group security rep to ensure all relevant procedures are followed for the safe handling of classified information.
Perform other duties as assigned to include assisting the Program Analyst in identifying, implementing and ensuring compliance with Quality Management System (QMS), data archival procedures and Security Assurance processes relevant to the Program Area's work.
Prepare draft documentation and correspondence.
Review, edit, and process memos, reports, and presentations, ensuring editorial excellence, reference management, organized archival and review for public release, and security procedures.
Reproduce, route, and distribute to appropriate recipients.
Take on other tasks as needed, ensuring the operational success of the National Space Security Mission Area (NSSMA).
On occasion, provide backup support to other NSSMA administrators during absences.
Collaborate with branch and cross sector administration teams to enhance productivity and effectiveness to streamline and innovate administrative processes.
Facilitate a positive and a pleasant team environment within the program area to include the planning of events, off-sites, morale events, accounting for all supplies, resources, and refreshments.