Group Administrative Assistant II/III

Johns Hopkins Applied Physics Laboratory•Laurel, MD

1d•Onsite

About The Position

The Technical Facilities Systems Group at APL is seeking a team-player to provide administrative support in a centralized IT environment. This role will assist a 60+ person team supporting a 1,200+ person department. The Group Administrator will support the group's management team with administrative and operational functions, monitor compliance with training and PMP schedules, and manage information related to group activities such as travel, purchasing, and training. They will also prepare monthly reports, process administrative documents, manage office supplies, and assist with organizing staff meetings and events. Additionally, the role involves drafting security documentation, preparing security briefs, providing support to new staff, handling classified documents, and collaborating with security representatives for inspections. The administrator will also assist with preparing formal administrative and technical documentation and presentations, ensuring compliance with security requirements and policies. This includes coordinating with department and laboratory resources for timely document preparation and distribution, and working with reports and memoranda classified at the SECRET level. The team's website maintenance is also a responsibility. Furthermore, the Group Administrator will serve as the Group Property Associate, tracking equipment lifecycles and replacement planning, preparing purchase requisitions, and maintaining team supplies. The role also involves coordinating hiring activities with the Air & Missile Defense Sector, Talent Service team, and College Recruiting office, including scheduling interviews and managing calendars. Collaboration with other Executive Assistants and Administrative Assistants across the Lab is expected for process improvement initiatives.

Requirements

Possess a high school diploma with at least 5 years of administrative experience.
Have 4+ years of recent, progressively responsible experience as a secretary, office administrator, or in another related administrative support role.
Willing to operate with a high level of integrity and uncompromising discretion, while working with confidential and highly sensitive information.
Demonstrate a strong work ethic, highly motivated self-starter and a strong dedication to a positive attitude in all that you do.
Proven ability to manage a wide variety of routine to more complex issues with minimal assistance.
Ability to develop and assess alternative approaches and assume responsibility for implementing alternative solutions.
Ability to grow and develop with an evolving organization.
Adept at managing multiple priorities with competing demands.
Resourceful with strong problem-solving skills.
Excellent verbal and written communication skills, coupled with strong proofreading skills.
Proficient in desktop computer applications, including Microsoft Office Suite.
Committed to personal and professional growth.
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.

Nice To Haves

Possess a Bachelor's degree in Business Administration, Management, Communications, or a related business field.
Experienced in APL practices and procedures, security, APL database applications.
10+ years of experience in fast-paced and challenging work environment
Possess an active Secret clearance and the ability to obtain a Top-Secret clearance.
Have a current TS/SCI clearance.
Demonstrated the ability to independently analyze and summarize processes, procedures, and project related activities and make recommendations for improvement.

Responsibilities

Assist the group’s management team in providing administrative and operational support.
Keep the group informed and updated on important issues.
Monitor compliance with required training, timecards, PMP schedules, etc.
Collect, organize, track, and retain information related to all group activities, including travel, purchasing, training, and security.
Prepare monthly reports summarizing activities and provide comparative analysis quarterly.
Prepare and process administrative documents, including purchase requisitions, clearance requests, travel authorizations, and staff expense reimbursements.
Prepare monthly budget-to-actual resource planning reports for Group management team review.
Organize and maintain group office supplies.
Assist in organizing staff technical meetings and team-building events.
Draft security-related documentation and procedures.
Help prepare security briefs intended to update the ADX team on emerging issues.
Provide new staff members with adequate training, support, and security resources.
Assist with the marking and organizing of classified documents as needed.
Collaborate with APL and AMDS security representatives in preparation for security inspections.
Implement and continuously update effective processes to streamline group security-related needs, including the creation and management of an electronic library for classified documents.
Assist the management team and staff with the preparation of formal administrative and technical documentation and presentations, including writing, editing, and formatting.
Ensure that formal documents and communications are prepared in accordance with security requirements and department and laboratory policy and guidelines.
Coordinate with department and laboratory resources and facilities as necessary, to facilitate document preparation and distribution in a timely manner.
Work on reports and memoranda that are held at the SECRET classification.
Organize and maintain the team’s website.
Serve as the Group Property Associate, tracking group equipment resources, including equipment lifecycles and planning for equipment replacement.
Prepare and submit purchase requisitions, maintain team supplies and special orders as requested by staff.
Work closely with the Air & Missile Defense Sector, Talent Service team, and College Recruiting office to coordinate Group hiring activities, including scheduling candidate interviews, distributing candidate materials, and de-conflicting calendars.
Work closely with the Air & Missile Defense Sector Executive Assistants, and teams of other Administrative Assistants throughout the Lab, in support of process improvement initiatives and achievement of the lab’s organizational goals.