Job Description

Do you enjoy new challenges?

Do you consider yourself a highly organized individual?

Would you like to learn more about security?

If so, we're looking for someone like you to join our team at APL.

We are seeking a Group Administrative Assistant to help support three highly dynamic groups providing individualized security support to the Laboratory. This position will provide administrative support directly to the Group Supervisors and Section Supervisors, including but not limited to, managing office needs, facilitating management activities, scheduling and attending meetings, purchasing supplies, reconciling purchase orders, arranging travel, and processing forms. While providing this support, you will have the opportunity to learn about and contribute to the success of a group of highly dynamic security professionals.

As a Group Administrative Assistant you will...

• Provide exceptional administrative support for the groups by maintaining a physical presence in the group office during key hours to facilitate a variety of administrative functions, including but not limited to visitor flow, managing incoming communications, and serving as the group office’s first point of contact.
• Plan, coordinate and oversee office/facility moves, plan morale events, escort visitors, provide conference room support, schedule travel arrangements, schedule and coordinate meetings, make purchases, complete expense reimbursement and reconciliation documentation, manage group calendars, track discretionary expenses, and order/maintain office supplies.
• Serve as the group's point of contact for personnel activities, such as expeditiously scheduling applicant interviews, ensuring successful new hire onboarding, and assisting the group leadership in tracking completion of activities such as performance coaching.
• Serve as all three groups' property associate and handle surplus property tracking location changes of group property, prepare shipping authorizations, help with preparation of materials for shipment, support department property management audits, respond to requests for asset information/status, and schedule equipment maintenance and upgrades.
• Prepare and review group and program correspondence for proper formatting, grammar, and punctuation, and support routing of documentation.
• Manage and document group administrative procedures. Review, assess and propose improvements to current processes based on anticipated need of the organization.
• Track group educational requests, training, allocations, and expenses.
• Provide instruction to all other group staff for filing travel documentation and employee reimbursements.
• Ensure a neat and tidy appearance of the group office, group conference room, hallway, and any group common areas, to include organization and storage of office supplies.

You meet our minimum qualifications for the job if you...

• Possess a high school diploma or equivalent with at least five years of experience in office administration.  A Bachelor's degree and business-related internship experience may be substituted.
• Are highly organized and can effectively manage diverse tasks with varying priority levels through to completion utilizing a proven, detailed system.
• Exhibit outstanding interpersonal skills and an ability to help build a positive work environment and foster effective relationships.
• Possess a willingness to challenge the status quo and advocate for process changes.
• Have a proven ability to identify and resolve administrative issues independently and collaboratively through use of internal resources and other outside organizations.
• Possess strong communication skills (written and verbal) and proofreading proficiency, including and the ability to summarize data and provide updates and information to supervisors and others in the groups.
• Exercise discretion in handling sensitive personnel and organizational information.
• Demonstrate an advanced level proficiency in the use of desktop computer applications including Microsoft Office applications Outlook, Word, PowerPoint, and Excel.
• Are able to obtain a Top Secret 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.

You'll go above and beyond our minimum requirements if you...

• Have completed a college degree or some level of college coursework related to office administration and/or security.
• Have experience with effectively managing schedules for multiple staff using Microsoft Outlook.
• Are knowledgeable in APL Policies and Procedures and software applications.
• Have a current Top Secret/ SCI clearance.

Why work at APL?

The Johns Hopkins University Applied Physics Laboratory (APL) brings world-class expertise to our nation’s most critical defense, security, space and science challenges. While we are dedicated to solving complex challenges and pioneering new technologies, what makes us truly outstanding is our culture. We offer a vibrant, welcoming atmosphere where you can bring your authentic self to work, continue to grow, and build strong connections with inspiring teammates.

At APL, we celebrate our differences and encourage creativity and bold, new ideas. Our employees enjoy generous benefits, including a robust education assistance program, unparalleled retirement contributions, and a healthy work/life balance. APL’s campus is located in the Baltimore-Washington metro area. Learn more about our career opportunities at http://www.jhuapl.edu/careers.

APL is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, creed, color, religion, sex, gender identity or expression, sexual orientation, national origin, age, physical or mental disability, genetic information, veteran status, occupation, marital or familial status, political opinion, personal appearance, or any other characteristic protected by applicable law.

APL is committed to promoting an innovative environment that embraces diversity, encourages creativity, and supports inclusion of new ideas. In doing so, we are committed to providing reasonable accommodation to individuals of all abilities, including those with disabilities. If you require a reasonable accommodation to participate in any part of the hiring process, please contact Accommodations@jhuapl.edu. Only by ensuring that everyone’s voice is heard are we empowered to be bold, do great things, and make the world a better place.

The referenced pay range is based on JHU APL’s good faith belief at the time of posting. Actual compensation may vary based on factors such as geographic location, work experience, market conditions, education/training and skill level with consideration for internal parity. For salaried employees scheduled to work less than 40 hours per week, annual salary will be prorated based on the number of hours worked. APL may offer bonuses or other forms of compensation per internal policy and/or contractual designation. Additional compensation may be provided in the form of a sign-on bonus, relocation benefits, locality allowance or discretionary payments for exceptional performance. APL provides eligible staff with a comprehensive benefits package including retirement plans, paid time off, medical, dental, vision, life insurance, short-term disability, long-term disability, flexible spending accounts, education assistance, and training and development. Applications are accepted on a rolling basis.

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