Group Administrative Assistant

Johns Hopkins Applied Physics Laboratory • Laurel, MD

2d • $27 - $44

About The Position

Are you a self-starter who is always looking for ways to do things better or more efficiently? Do you enjoy anticipating people's needs and removing impediments to help others thrive? Do you endeavor to deliver high quality administrative support in a timely manner? If so, we're looking for someone like you to join our team at APL. We are seeking a Group Administrator to help us support the Signals Exploitation Systems Group (QPS) in the Asymmetric Operations Sector (AOS). We are seeking a self-directed, highly driven person who will be entrusted with significant responsibilities. As a member of our team, you will contribute to the groups’ success in providing day-to-day operational support to our leadership team and staff members. As Group Administrator your duties will include... Provide administrative and operations support for QPS Group Supervisor, Assistant Group Supervisor, and staff of approximately 65 engineers, scientists and technicians. Manage calendars, schedule meetings, book conference rooms and ensure readiness for hybrid meetings. Process purchase requests and reconcile purchases in a timely manner. Serve as the move coordinator, coordinating all office and furniture moves, carpentry requests; this includes working with sector operations representatives to order and arrange furniture for new staff. Provide support to the Lab Managers by purchasing lab supplies, facilitating equipment move’s, submitting construction, access, and networking tickets. Assist group with travel requests, both local and non-local, and process reimbursements. Serve as group’s property associate and handle surplus property; tracking location changes of group property; support sector property management audits; and respond to requests for asset information/status. Prepare shipping authorizations Provide support with group staffing plans. Schedule interviews Contribute to group morale by planning and supporting special events. Track budget requests, allocations, and expenses. Administer incoming/outgoing mail and shipments. Organize and manage group shared folders and files. Generate and distribute technical memoranda. Support preparation, reviews, editing, updating, proof reading, publishing and distribution. Archiving of memoranda, reports, letters and presentations for group staff. Organize and maintain office files.

Requirements

• Possess a high school diploma or equivalent with at least 5 years of experience in office administration. A Bachelor's degree and business-related internship experience may be substituted.
• Are highly organized with experience working expertly in a collaborative, fast-paced, and dynamic environment
• Are proficient with MS Office including Word, Excel, Outlook, and PowerPoint
• Demonstrate excellent written and verbal communication skills including proofreading proficiency
• Exhibit outstanding interpersonal skills and an ability to help build a positive work environment
• Possess a willingness to challenge the status quo and advocate for process changes
• Are able to obtain a 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.

Nice To Haves

• Have experience in safeguarding classified and/or sensitive personnel information
• Possess knowledge of APL practices and procedures and internal administrative applications such as EBSS, OIE, RMIS

Responsibilities

• Provide administrative and operations support for QPS Group Supervisor, Assistant Group Supervisor, and staff of approximately 65 engineers, scientists and technicians.
• Manage calendars, schedule meetings, book conference rooms and ensure readiness for hybrid meetings.
• Process purchase requests and reconcile purchases in a timely manner.
• Serve as the move coordinator, coordinating all office and furniture moves, carpentry requests; this includes working with sector operations representatives to order and arrange furniture for new staff.
• Provide support to the Lab Managers by purchasing lab supplies, facilitating equipment move’s, submitting construction, access, and networking tickets.
• Assist group with travel requests, both local and non-local, and process reimbursements.
• Serve as group’s property associate and handle surplus property; tracking location changes of group property; support sector property management audits; and respond to requests for asset information/status.
• Prepare shipping authorizations
• Provide support with group staffing plans.
• Schedule interviews
• Contribute to group morale by planning and supporting special events.
• Track budget requests, allocations, and expenses.
• Administer incoming/outgoing mail and shipments.
• Organize and manage group shared folders and files.
• Generate and distribute technical memoranda. Support preparation, reviews, editing, updating, proof reading, publishing and distribution.
• Archiving of memoranda, reports, letters and presentations for group staff. Organize and maintain office files.

Benefits

• 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 of perspectives 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.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED
• Number of Employees: 5,001-10,000 employees