Group Office Administrator

Johns Hopkins Applied Physics Laboratory•Laurel, MD

16d•Onsite

About The Position

The System Definition & Validation Group (KBY) is a high-impact team within the Force Projection Sector at APL, focused on ensuring the delivery of ready, lethal, and effective weapon systems for strategic deterrence missions. Our work is defined by technical leadership and rigorous quality oversight. We are looking for a Group Administrative Assistant who thrives in this high-tempo environment—someone who takes immense pride in their work, masters complex processes, and provides the elite level of operational support required to help our technical experts achieve mission success.

Requirements

Possess an associate's degree in Business Administration or equivalent experience, with at least 3 years of related administrative support experience.
Have a proven track record of managing multiple, complex tasks independently in a fast-paced environment.
Are a detail-oriented self-starter with exceptional organizational and prioritization skills.
Possess the professional maturity to interact effectively and confidently with highly technical engineering and scientific teams.
Are adept at quickly mastering new software, technical systems, and digital tools.
Have superior written communication skills, including a high level of proficiency in editing for grammar, punctuation, and logical flow.
Have experience producing high-quality, professional-grade documents, spreadsheets, and presentations.
Are proficient in the Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Adobe Acrobat Pro.
Are able to obtain an Interim Secret level security clearance by your start date and can ultimately obtain a Secret level clearance. (Must be a U.S. citizen).

Nice To Haves

Possess a Bachelor's degree (BA/BS) or equivalent experience.
Possess comprehensive knowledge of JHU/APL-specific policies and procedures (e.g., travel, purchasing, security, budgeting).
Are highly proficient in APL-specific software and platforms (e.g., Slack, Workday, ADDIT, EBSS, eQUIP, iCIMS, Confluence, etc.).
Have a demonstrated ability to proactively identify and implement process improvements that enhance group efficiency.
Have experience developing and delivering professional presentations.
Hold an active Secret security clearance.

Responsibilities

Provide leadership support, including staffing activities and organizational reporting, management initiatives, and leadership communications.
Direct group office operations, including the procurement and reconciliation of laboratory and office equipment, materials, and supplies.
Orchestrate complex logistics, independently resolving issues related to shipping, staff travel, and coordination.
Manage financial administration, ensuring the timely and accurate processing of staff travel and expense reimbursements.
Lead property management, serving as the Group Property Administrator and spearheading regular property audits.
Optimize technical infrastructure, managing telecom, teleconferencing, and office/meeting room setups to ensure seamless connectivity.
Manage workspace and facility logistics by overseeing office moves, furniture requirements, and workspace setup for new employees, while providing proactive support to leadership on office space management.
Serve as the operational resource for group business processes, ensuring administrative activities are executed consistently, efficiently, and in accordance with Laboratory policies.
Safeguard group security by ensuring strict compliance with classified handling procedures and coordinating staff clearance requests for government travel.
Manage security-related administration by overseeing classified document control, classified meetings, and visitor clearances, as well as coordinating the administration of classified equipment and security training support.
Orchestrate documentation lifecycles by managing the SMART process—including document numbering, routing, archiving, and file management—in addition to overseeing formatting and publishing standards.
Uphold high standards of communication by reviewing technical documents and engineering memos for grammar, formatting, and professional clarity.
Serve as a subject matter expert on APL policies, procedures, and resources, providing proactive guidance to the group.
Champion team growth by managing the onboarding, tracking, and orientation of new team members and interns.
Empower leadership by supporting group leaders with the preparation of reports regarding plans, accomplishments, and key activities.
Foster a high-morale environment by organizing internal/external meetings and planning special events that build group cohesion.
Continuously improve workflows, identifying and implementing efficiencies to enhance group productivity.
Coordinate talent acquisition by managing interview schedules and logistics.
Partner across the sector with administrative colleagues to share best practices, drive process improvements, and ensure consistent, high-quality support across the organization.
Act as the primary organizational liaison by coordinating seamless activities across TSX, Security, IT, Facilities, Procurement/Finance, and other Sector and Laboratory organizations.
Drive operational continuity by anticipating administrative needs and proactively resolving potential issues before they impact staff productivity.
Optimize organizational systems by maintaining the administrative processes, records, and frameworks that underpin efficient group operations.
Advise group leadership on workforce planning, recruiting, and reporting to support long-term organizational initiatives.