Branch Office Administrative Assistant

Johns Hopkins Applied Physics Laboratory•Laurel, MD

1d•Onsite

About The Position

We are seeking an experienced, self-motivated administrator to help us maintain a welcoming and efficient Branch Office. The ideal candidate would be a driven team player who takes pride in APL’s mission and in achieving common goals. The AMDS Multi-Domain Surveillance & Tracking Branch is comprised of approximately 240 staff members and the Branch Administrator is a vital contributor supporting the Branch leadership team that aims to make everyone as successful as possible. A key component of this position is helping to recruit and develop the careers of other administrative professionals.

Requirements

Bachelor’s Degree in a business-related (or similar) field or an equivalent number of years of relevant experience.
6 or more years of experience providing administrative or operational support, with a demonstrated history of success in similar roles.
Adept at organizing and maintaining calendars and databases to ensure efficient day-to-day operations.
Strong skills with common business software products and experience with MS Excel, Word, Outlook, and PowerPoint.
Experience serving as a key point of contact in an office environment, creating and delivering presentations, leading meetings, and facilitating training as needed.
Adept at independently analyzing, summarizing, and making recommendations on administrative practices and procedures.
Excellent interpersonal and communication skills (written and verbal) and adept at proofreading/quality checking material.
Demonstrate initiative and the ability to work effectively both independently and collaboratively, using discretion and tact.
Committed to diplomatically challenging the status quo to identify areas for increased efficiency and accuracy.
Able to obtain a Secret level security clearance. If selected, you will be subject to a government security investigation and must meet the requirements for access to classified information. Eligibility requirements include U.S. citizenship.

Nice To Haves

Possess a bachelor's degree
Experience with operating classified information systems, safeguarding classified materials, and have a thorough understanding of security practices and procedures.
Experience recruiting, training, and developing the careers of administrative professionals.
A proven track record of driving positive change into an organization’s practices and procedures, culture, and overall effectiveness.
An existing DoD clearance at the Secret level.

Responsibilities

Maintaining administrative cognizance over Branch activities.
Coordinating and executing day-to-day and ad-hoc activities in a fast-paced environment.
Maintaining calendars, crafting agendas, planning meetings, and anticipating future needs.
Handling and closing action items in a timely basis.
Assisting with the development of presentations to include research, data collection and organization, editing, and formatting.
Coordinating Branch wide activities (e.g., all-hands meetings, technical exchanges, social functions, etc.).
Tracking and coordinating timely responses from branch leaders and staff to data calls, some of which contain classified or sensitive information.
Anticipating and planning for regularly scheduled activities such as performance and salary reviews, Branch meetings, overhead and capital planning sessions, IRAD calls, etc.
Reviewing and initiating professional communications to enable the timely flow of information throughout the branch and to ensure conformance to guidelines.
Continually developing knowledge and maintaining up-to-date information on a large number of APL databases, systems, and operational practices and procedures to provide authoritative information in response to requests.
Serving as a resource to all Branch staff in terms of security and property rules and procedures.
Promoting the use of communication and collaboration tools (e.g., Box Folders, Zoom, Slack, etc.) to increase partnerships across Branches and Sectors.
Advocating for Group Administrators within the Branch.
Helping with Group Administrator recruiting and career development.
Identifying and encouraging stretch tasks/goals to achieve career growth.
Leading periodic meetings with all Administrators within the branch as well as occasional one-on-one meetings to discuss and overcome any obstacles.
Suggesting training courses to improve administrative skills.
Meeting regularly with Sector Administrators to support sector-wide initiatives and collaborating with other Branch Administrators while bringing unique organizational and teaming skills to help solve sector/lab-wide problems.
Leading sector level administrative activities as opportunities arise.
Initiating and participating in opportunities to improve practices & procedures.
Developing process improvement plans and leading the implementation of those plans as needed.