Office Administrator - Electronic Warfare Program Area

Johns Hopkins Applied Physics Laboratory•Laurel, MD

15h•Onsite

About The Position

We are seeking a highly organized self-starter to provide administrative and programmatic support for the Electronic Warfare Program Area Manager (PAM) and Program Managers (PMs). In this role, you will be part of a multi-disciplinary team pursuing ground breaking solutions for complex national security challenges. You will play an active role in team communications and knowledge management. As the Electronic Warfare Program Area Office Administrator, you will play an integral role in strategic and operational duties for all program/project planning efforts within the Electronic Warfare Program Area; Communicate with sponsors and government counterparts to schedule classified conferences, workshops, and exercise participation. Lead all of the planning, logistics, and execution for routine sponsor meetings, CVTCs, and large sponsor conferences and symposia (i.e., schedule room, food, track clearances, draft agendas, assemble briefs, push slides, etc.); Serve as a meeting facilitator adjusting to dynamic events, taking notes, and compiling action items. Provide calendar and scheduling support for the Electronic Warfare Program Area Manager, Program Managers and program teams. Assist in the compilation of various data calls for the Program Area Manager (PAM) and PMs, and manage and track task execution; Coordinate internal program reviews, working closely with the Program Managers (PMs); Assist with other program documents and templates as required; Proofread and format documents and presentations at the request of the PAM and PMs. Lead the management of the program office to include: purchasing and reconciling equipment, materials, and supplies; booking travel and processing travel reimbursements; leading property audits as the group property administrator; building shipping authorizations; organizing group morale events and taking the lead in contributing to a positive team environment and culture. Serve as the Security Representative by coordinating incoming and outgoing visitor requests, advising program personnel on security clearance procedures and classified visit requirements, and managing classified data transfer requests in accordance with laboratory and government security policies. Collaborate closely with Program Managers (PMs), Program Operations Managers (POMs), and project team members to ensure efficient day-to-day needs are met. Take on other tasks as needed, ensuring the operational success of the Mission Area (Mission driven attitude). Collaborate with branch and cross sector administration teams to enhance productivity and effectiveness to streamline and innovate administrative processes.

Requirements

Associate's degree, OR equivalent level of relevant experience.
At least five years of relevant administrative/programmatic support experience.
Proven ability to work on complex and multiple administrative and program tasks independently with little supervision.
Willingness to take on additional work and challenges and develop new skills.
Proficient in the MS Office suite (Word, Excel, PowerPoint).
Capable of demonstrating independent judgment.
Ability to interact and communicate effectively with group and program supervisors, leadership, and external contractors and sponsors.
Pro-actively initiate, manage, and lead program area tasking.
Strong attention to detail.
Excellent written and oral communication skills.
Ability to pro-actively forecast, initiate, manage, and lead program area tasking.
Ability to support occasional irregular working hours.
Willing to work in closed areas as needed.
Willing to travel as needed to meet emergent needs.
Able to obtain a TS/SCI level security clearance.
U.S. citizenship.

Nice To Haves

Bachelor's degree in business, economics or another pertinent field, OR equivalent level of experience.
Prior experience with APL-specific Practices and Procedures, software, and databases (e.g. Data Warehouse. RMIS, EBSS, etc..).
Prior experience providing administrative support to program managers and program groups.
Advanced user of Microsoft Office Suite and APL applications.
Current Top Secret (or higher) level clearance.

Responsibilities

Provide administrative and programmatic support for the Electronic Warfare Program Area Manager (PAM) and Program Managers (PMs).
Communicate with sponsors and government counterparts to schedule classified conferences, workshops, and exercise participation.
Lead the planning, logistics, and execution for routine sponsor meetings, CVTCs, and large sponsor conferences and symposia.
Serve as a meeting facilitator, adjusting to dynamic events, taking notes, and compiling action items.
Provide calendar and scheduling support for the Electronic Warfare Program Area Manager, Program Managers and program teams.
Assist in the compilation of various data calls for the Program Area Manager (PAM) and PMs, and manage and track task execution.
Coordinate internal program reviews, working closely with the Program Managers (PMs).
Assist with other program documents and templates as required.
Proofread and format documents and presentations.
Manage the program office, including purchasing and reconciling equipment, materials, and supplies.
Book travel and process travel reimbursements.
Lead property audits as the group property administrator.
Build shipping authorizations.
Organize group morale events and contribute to a positive team environment and culture.
Serve as the Security Representative by coordinating incoming and outgoing visitor requests, advising program personnel on security clearance procedures and classified visit requirements, and managing classified data transfer requests.
Collaborate closely with Program Managers (PMs), Program Operations Managers (POMs), and project team members to ensure efficient day-to-day needs are met.
Take on other tasks as needed, ensuring the operational success of the Mission Area.
Collaborate with branch and cross sector administration teams to enhance productivity and effectiveness to streamline and innovate administrative processes.