SRP Group Administrator

Johns Hopkins Applied Physics Laboratory•Laurel, MD

21h•Onsite

About The Position

The Solar & Space Physics Group (SRP) in the Space Exploration Sector (SES) seeks a Group Administrator to facilitate and help to manage the activities of a group of 50 solar and space physicists. The SRP group conducts cutting-edge research in fundamental processes extending from the Sun through our solar system into the interstellar medium conducts instrument and mission development for space exploration runs laboratory development for flight instrument testing and calibration hosts interns and long-term visitors from scientific institutions around the word organizes in-person and virtual science meetings and conferences.

Requirements

Hold a Bachelor's degree in Business Administration, Management, Communications or a related business field and 2 years of administrative experience, or a High School diploma or equivalent with a minimum of 5 years of administrative experience.
Possess strong computer skills using MS Excel, Word and PowerPoint.
Have an ability to independently analyze, summarize, and make recommendations on administrative and project-related activities.
Have an ability to work well with others using discretion and tact, and possess excellent verbal and written communication skills.
Project a positive work attitude with professional and support staff.
Have the ability to grow and change with an evolving organization.
Have the capacity to independently organize and re-prioritize work assignments to meet evolving needs.
Are able to obtain TS/SCI 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 an ability to proofread technical documentation.
Have skills in illustration and graphic design software, or are willing to learn them.

Responsibilities

Independently perform routine administrative matters for the group office.
Manage office documents, files, logs, journal publications, grant proposal win rates, and security procedures.
Work with the SRP Group Supervisor and Assistant Group Supervisor to assign and track staff security and technical training.
Work with staff, as needed, to arrange travel. As needed, complete travel authorization forms and process timely reimbursements for travel and other miscellaneous expenses.
Manage and support project-related meetings and workshops hosted by group members that include external attendees for U.S. and foreign institutions, by securing room location or a virtual meeting venue, maintaining logs of meeting attendees, and archiving meeting presentations as needed. Notify visitor control/security and fill out relevant visitor information forms, escort visitors as needed, and arrange for refreshments and food.
Administer summer interns and group visitors by arranging for badging, computer systems, and internet. For onsite visitors, work with the Group Supervisor and Assistant Group Supervisor to secure office space. Assist with group functions for all visitors on an as-needed basis (e.g., networking opportunities, seminars).
Prepare purchase requisitions that are responsive to group overhead and capital spending plans. Assist group management in compiling and analyzing capital and overhead plans. Track budget requests, allocations, and expenses.
Work with the Group Supervisor to collect and input staff coverage plans into the APL planning system during regular staffing plan exercises.
Serve as Property Associate and maintain oversight and audit of group property and equipment.
Work with the science leads of the group's research facilities to support: 1) acquisition of laboratory-specific supplies and equipment and as well as monitoring the stores of general use laboratory supplies 2) equipment shipping and receiving 3) tracking annual overhead and capital budgets and purchases to fully utilize and optimize monetary support of the SRP facilities.
Oversee procurement activities, using internal ordering mechanisms that comply with APL procurement card procedures. Prepare shipping authorization forms, print labels, and coordinate delivery and pickup of packages.
Provide general maintenance of printers and copiers, and arrange for service, as needed.
Take initiative in developing and implementing new procedures, practices and associated tools to improve communication and other functions across SES.
Become familiar with and advise staff on lab-wide administrative processes and procedures.
Provide and facilitate a positive and a pleasant team environment.