Group Administrative Assistant

Do you enjoy working with a team of professionals dedicated to making critical contributions to critical challenges?

Are you driven to provide essential and timely administrative support to a team of professional and technical staff?

Do you take pride in enabling the success of teams as they design, develop, test, and launch one-of-a-kind spacecraft and science instrument systems that expand our understanding of the universe?

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

We are seeking an Administrative Assistant for our group in the Space Exploration Sector (SES), who will support the Group Supervisor (GS) and two Assistant Group Supervisors (AGS) with the management and administration of 40+ engineers and technicians. As the Administrative Assistant for the Space Integration and Test Group (SII), you will assist the group leadership with all aspects of group management.

As an Administrative Assistant you will...

• Process and fulfill staff requests for purchases of equipment and supplies, including both small- dollar procurement cards and larger purchases through requisitions. Coordinate external fabrication requests with appropriate purchasing staff. Reconcile procurement card reports, process staff expense reimbursements for travel, local transportation, education, training, and other related activities.
• Track expenditures for overhead and capital budgets, following annual budgetary allocations, maintaining detailed records of purchases, and communicating with APL central procurement, financial managers, and external vendors.
• Act as Property Associate, tracking location and status of all group assets, including tagging new items and surplus items no longer needed. Conduct biennial audit; support Instrument Coordinator (IC) on calibration.
• Prepare for new hires including office space, furniture, computer, phone service, and supplies. Assist with welcome, orientation, and onboarding of new staff. Prepare for staff departures including retrieval of property and confirmation of completion of termination checklist.
• Serve as Group Training Coordinator, assigning QMS training documents to new hires, registering staff for required safety and instructor-led trainings, running reports to track training progress, and liaising with Department Training Coordinator to address any training issues or concerns.
• Control access to SII facilities according to appropriate criteria. Maintain scheduling of conference rooms in selected buildings. Oversee the organization of group information via the shared drive, Wiki page, and other digital communications platforms.
• Advise the group about, and support the implementation of relevant laboratory, sector, branch, and group policies and procedures. Proactively advise the GS and AGS of issues requiring their attention.
• Seek opportunities to improve group efficiency and productivity by identifying and implementing new or improved administrative procedures, including the incorporation of best practices shared by administrators in other APL units at all levels, to include providing backup support.
• Ensure proper operation of office equipment (e.g., copier/printer). Maintain office supply levels, send and receive shipments, US mail, and internal mail, arrange IT support as needed. Prepare and submit maintenance work requests for repairs, installations, furniture moves, etc. Coordinate office moves and proactively handle general troubleshooting and queries.
• Assist staff with travel arrangements, preparing travel expense reports, and serving as the proxy for staff time-sheet entry.
• Work with managers of social spaces to arrange group events in their facilities as needed. Coordinate scheduling for internal and external meeting attendees. Send invitations and track responses. Arrange for coffee, water, other beverages, and food as needed.
• Assist staff with storage, scanning, destruction, and transmittal of unclassified materials (i.e., via appropriate, secure channels and/or the APL Document Control Center). Be the Group Security Representative, maintaining a secure work environment, security training, and preparation for security inspections.
• Work with APL security to send and confirm visit requests and security clearances for meetings at government and contractor facilities and to facilitate requests for government and contractor facility access and badges.
• The expectation for this position is to be onsite five days a week during regular business hours, not including PTO.

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

• Possess an AS or BS degree
• Have 5+ years of experience working to support professional and technical staff
• Are skilled in Microsoft Office or similar software
• Are willing and able to work extended hours with notice
• Are able to obtain a Top Secret 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...

• Hold an active security clearance.
• Have demonstrated experience interfacing with government sponsors
• Have proven ability to manage multiple tasks effectively

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 of perspectives 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.

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 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.

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.