Group Administrator - Contracts & Asset Management

Johns Hopkins Applied Physics Laboratory•Laurel, MD

About The Position

The Group Administrator provides administrative and operational assistance to the Contracts & Enterprise Asset Management group. The role independently manages a broad range of administrative responsibilities, coordinates group operations, supports workflows, and helps ensure staff have the resources, information, and logistical support needed to work effectively. The administrator partners with group leadership, staff, enterprise service organizations, and stakeholders to provide timely and accurate support in a collaborative environment. Responsibilities include supporting leadership and staff with calendars, meetings, agendas, materials, minutes, action items, and correspondence; coordinating travel, purchasing, reimbursements, training, compliance, recruiting, onboarding, intern programs, events, and hybrid-work logistics; and tracking budgets, spending, commitments, and anticipated expenses. The role maintains contract records in physical and electronic systems, including CRMS/SharePoint, supports records-retention and data-integrity practices, and communicates potential impacts of relevant regulatory and policy developments. It also serves as Group Property Administrator, coordinating accountability, inventories, transfers, relocations, and disposals of assigned property and equipment. The administrator coordinates meeting and visitor logistics, prepares and edits documentation and correspondence, supports archival and public-release review and security procedures, and independently undertakes projects to improve group procedures, tools, communication, and other functions. The role also collaborates with administrative staff across the BCFD organization, including sharing workloads and providing backfill as needed.

Requirements

High school diploma or equivalent and at least 5 years of administrative office support/management experience, or a bachelor's degree and at least 2 years of administrative support experience.
Proficiency with SharePoint and the Microsoft Office suite, notably Outlook, Word, Excel, PowerPoint, and Adobe.
Ability to work effectively as part of a team, with excellent interpersonal, organizational, and communication skills.
Strong attention to detail; ability to anticipate problems, initiate action, manage multiple tasks and projects, and adapt to changing priorities while maintaining quality and accuracy.
Ability to handle routine-to-more-complex problems with minimal assistance and organize and reprioritize assignments to meet evolving needs.
Ability to develop and assess alternative approaches and solve routine problems in more efficient ways.

Nice To Haves

Experience supporting Contract Management, Contract Administration, Property Management, procurement, travel, recruiting, or budget-tracking functions.
Familiarity with iCIMS, Oracle, Source2Pay, SharePoint/CRMS, or comparable enterprise systems.
Experience with government-contracting concepts, contract modifications, records-retention requirements, or regulatory monitoring.
Experience serving as a property administrator or coordinating equipment inventories, transfers, and disposals.
Demonstrated ability to improve processes, develop practical administrative tools, and strengthen team communication and workflow.

Responsibilities

Provide administrative and operational support to group leadership and staff, including calendar management, meeting coordination, agenda and material preparation, minutes, action-item tracking, and correspondence.
Coordinate employee travel, purchasing, and reimbursements, including reservations, itineraries, expense reports, travel-card reconciliation, purchase requests, vendor coordination, order and invoice tracking, renewals, and resolution of billing or delivery issues.
Coordinate and purchase training, certifications, licenses, memberships, and conferences; communicate renewal and compliance reminders; and identify learning opportunities.
Support recruiting, onboarding, and intern programs by tracking requisitions, coordinating interviews, assisting with hiring documentation, and arranging workspaces, equipment, accounts, access, scheduling, and offboarding.
Plan and coordinate group events, activities, and morale initiatives; maintain hoteling workspaces; and assist employees with campus space reservations and hybrid-work needs.
Track group budgets, spending, commitments, purchases, travel, training, and anticipated expenses; reconcile charges and identify discrepancies.
Maintain accurate and compliant physical and electronic contract records, including in CRMS/SharePoint; support document organization, naming conventions, check-in/check-out processes, archival cleanup, data integrity, and records-retention requirements.
Monitor relevant regulatory and policy developments and communicate potential impacts to Contract Management staff.
Serve as Group Property Administrator by maintaining accountability for assigned property and equipment; coordinating inventories, transfers, relocations, and disposals; resolving discrepancies; and providing backup support for department property-management activities.
Coordinate meetings and conferences by securing room locations, setting up Audio/Visual accessories, advising visitor control/security of external visitors, and escorting visitors.
Prepare draft documentation and correspondence; review, edit, and process memos, reports, and presentations; and ensure editorial quality, reference management, organized archival, public-release review, and security procedures.
Initiate and conduct special projects to develop and implement procedures, practices, and tools that improve communication and other group functions.
Collaborate with administrative staff across the BCFD organization to support a cohesive administrative team, including backfilling and workload sharing as needed.