Program Area Office Administrator

Johns Hopkins Applied Physics Laboratory•Laurel, MD

4d•Onsite

About The Position

We are seeking a highly organized self-starter to provide administrative and programmatic support to the Submarine Warfare Program Area. You'll be part of a multi-disciplinary team supporting rapid solutions for complex challenges. You will play an active role in team communications and knowledge management. As a Program Area Office Administrator, you will help maximize program area's impact by serving as the expert on APL Policies and Procedures, on-boarding and orientating new staff to the team, assisting staff with the planning and execution of meetings for both internal and external attendees, and by planning and supporting special program area morale events. You will prepare, compile, maintain, and develop documents. Assemble and analyze data. Proof read and format documents and presentations for clarity, accuracy, and compliance with established procedures. Be fully comfortable and knowledgeable with processing classified documentation, to include review and distribution of products on internal and external classified systems. Assist with other program documents and templates as required. Play an active role in team communications and knowledge management. Independently assess and anticipate needs of the Program Area (to include the Program Area Manager and Assistant Program Area Manager, Program Managers, and associated program leadership) in support of programmatic execution, internal and external policy compliance, and day to day business execution. Lead the management of the program area office to include: purchasing and reconciling equipment, materials, and supplies; booking travel and processing travel claims; and managing calendars. Lead property audits as the program area property administrator. Assist Program Area leadership with identifying, implementing, and ensuring compliance with Quality Management System (QMS), data archival procedures and Security Assurance processes relevant to Program Area's work. Be a member of and collaborate with a larger administrative team by providing backup support to other program areas as needed and sharing administrative best practices/lessons learned.

Requirements

Hold an Associate's Degree in business, economics, or other pertinent field, or equivalent level of experience, with 5 or more years of relevant administrative/programmatic support experience.
Demonstrated ability to work on complex and multiple administrative and program tasks independently with little supervision.
Willingness to take on additional work and challenges to develop new skills.
Proficient in the MS Office suite (Word, Excel, PowerPoint, Outlook).
Demonstrate independent judgment and discretion.
Interact and communicate effectively with group and program supervisors, leadership, and external contractors and sponsors.
Pro-actively initiate, manage, and lead program area tasking.
Can support irregular working hours and/or travel occasionally to support emergent needs.
Can obtain an Interim Secret level security clearance by your start date and can ultimately obtain a Top Secret/SCI level clearance.
US citizenship is required for security clearance eligibility.

Nice To Haves

A current active Secret or higher-level clearance.
A BA/BS degree in business, economics, or other pertinent field.
Prior experience with APL-specific formal and informal policies, practices, and procedures, software, and databases (e.g., Data Warehouse, RMIS, EBSS, etc.).
Working knowledge of project management (e.g., Microsoft Project), and database software (e.g., Microsoft Access).

Responsibilities

Serve as the expert on APL Policies and Procedures.
On-board and orient new staff to the team.
Assist staff with the planning and execution of meetings for both internal and external attendees.
Plan and support special program area morale events.
Prepare, compile, maintain, and develop documents.
Assemble and analyze data.
Proofread and format documents and presentations for clarity, accuracy, and compliance with established procedures.
Process classified documentation, including review and distribution of products on internal and external classified systems.
Assist with other program documents and templates as required.
Play an active role in team communications and knowledge management.
Independently assess and anticipate needs of the Program Area in support of programmatic execution, internal and external policy compliance, and day-to-day business execution.
Manage the program area office, including purchasing and reconciling equipment, materials, and supplies.
Book travel and process travel claims.
Manage calendars.
Lead property audits as the program area property administrator.
Assist Program Area leadership with identifying, implementing, and ensuring compliance with Quality Management System (QMS), data archival procedures and Security Assurance processes.
Provide backup support to other program areas as needed.
Share administrative best practices/lessons learned.