Group Administrative Assistant II/III

Johns Hopkins Applied Physics Lab; Laurel (MD); On-site; USD 33,000 - 61,000; Full time

Job summary

Johns Hopkins Applied Physics Laboratory (APL) in Laurel, MD is seeking a Group Administrator to support the Technical Facilities Systems Group. You will provide admin and operational support to a 60+ person team within a 1,200+ person department in a centralized IT environment.

You will draft security-related documentation, organize classified materials, and coordinate security-inspections while preparing monthly budget-to-actual reports.

Qualifications

• Possess a high school diploma with at least 5 years of administrative experience.
• Have 4+ years of recent, progressively responsible experience as a secretary, office administrator, or in another related administrative support role.
• Are willing to operate with a high level of integrity and uncompromising discretion, while working with confidential and highly sensitive information.
• Demonstrate a strong work ethic, highly motivated self-starter and a strong dedication to a positive attitude in all that you do.
• Proven ability to manage a wide variety of routine to more complex issues with minimal assistance.
• Ability to develop and assess alternative approaches and assume responsibility for implementing alternative solutions.
• Ability to grow and develop with an evolving organization.
• Adept at managing multiple priorities with competing demands.
• Resourceful with strong problem-solving skills.
• Excellent verbal and written communication skills, coupled with strong proofreading skills.
• Proficient in desktop computer applications, including Microsoft Office Suite.
• Committed to personal and professional growth.
• Are able to obtain a 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.

Responsibilities

• Assist the group’s management team in providing administrative and operational support for the group.
• Draft security-related documentation and procedures; prepare security briefs for the ADX team.
• Assist with the marking and organizing of classified documents; collaborate on security inspections.
• Prepare formal administrative and technical documentation and presentations; ensure compliance with security requirements.
• Coordinate with resources and facilities to distribute documents in a timely manner.
• Organize and maintain the team’s website; track equipment resources and lifecycles.
• Coordinate hiring activities with various offices and de-conflict calendars.
• Collaborate with other Administrative Assistants to support process improvement initiatives.

Skills

MS Office Suite

Communication skills

Problem-solving

Organizational skills

Attention to detail

Security clearance eligibility

Education

High school diploma

Bachelor's degree in Business Administration, Management, Communications, or related field

Tools

APL database applications

Microsoft Office Suite

Job description

Description

Do you love working in dynamic environments?

Are you a team-player who excels in providing creative solutions to challenging administrative issues?

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

We are seeking a team-player for our Technical Facilities Systems Group to provide assistance to our operational functions and organizational goals. You will partner with our 60+person team by providing administrative support in a centralized IT environment that supports a 1,200+ person department

As a Group Administrator..

• You will assist the group’s management team in providing administrative and operational support for the group. Actively keeps the group informed and updated on important issues. Monitors compliance with required training, timecards, PMP schedules, etc. Collects, organizes, tracks and retains information related to all group activities, including, but not limited to, travel, purchasing, training and security. Prepares monthly reports summarizing these activities and provides comparative analysis on a quarterly basis. Prepares and processes administrative documents, including purchase requisitions, clearance requests, travel authorizations and staff expense reimbursements. Prepares monthly budget-to-actual resource planning reports for Group management team review. Organizes and maintains group office supplies. Assists in organizing staff technical meetings and team-building events.
• You will draft security- related documentation and procedures. Help prepare security briefs intended to update the ADX team on emerging issues. Provide new staff members with adequate training, support and security resources. Assist with the marking and organizing of classified documents as needed. Dedicatedly collaborate with APL and AMDS security representatives in preparation for security inspections. Implement and continuously update effective processes to streamline group security-related needs, including the creation and management of an electronic library for classified documents.
• You will assist the management team and staff with the preparation of formal administrative and technical documentation and presentations, including writing, editing and formatting. Ensure that formal documents and communications are prepared in accordance with security requirements and department and laboratory policy and guidelines. Coordinate with department and laboratory resources and facilities as necessary, to facilitate document preparation and distribution in a timely manner. You will be asked to work on reports and memoranda that are held at the SECRET classification. Organize and maintain the team’s website.
• You will serve as the Group Property Associate, and will be expected to track group equipment resources. This will include equipment lifecycles and planning for equipment replacement. Prepare and submit purchase requisitions, maintain team supplies and special orders as requested by staff.
• You will work closely with the Air & Missle Defense Sector, Talent Service team, and College Recruiting office to coordinate our Group hiring activities, including the scheduling of candidate interviews, distribution of candidate materials to interviewers, and de-conflicting multiple calendars.
• In addition to your immediate team members, you will work closely with the Air & Missle Defense Sector Executive Assistants, and teams of other Administrative Assistants throughout the Lab, in support of process improvement initiatives and achievement of the lab’s organizational goals.

Qualifications

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

• Possess a high school diploma with at least 5 years of administrative experience.
• Have 4+ years of recent, progressively responsible experience as a secretary, office administrator, or in another related administrative support role.
• Are willing to operate with a high level of integrity and uncompromising discretion, while working with confidential and highly sensitive information.
• Demonstrate a strong work ethic, highly motivated self-starter and a strong dedication to a positive attitude in all that you do.
• Proven ability to manage a wide variety of routine to more complex issues with minimal assistance.
• Ability to develop and assess alternative approaches and assume responsibility for implementing alternative solutions.
• Ability to grow and develop with an evolving organization.
• Adept at managing multiple priorities with competing demands.
• Resourceful with strong problem-solving skills.
• Excellent verbal and written communication skills, coupled with strong proofreading skills.
• Proficient in desktop computer applications, including Microsoft Office Suite.
• Committed to personal and professional growth.
• Are able to obtain a 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...

• Possess a Bachelor's degree in Business Administration, Management, Communications, or a related business field.
• Experienced in APL practices and procedures, security, APL database applications.
• 10+ years of experience in fast-paced and challenging work environment
• Possess an active Secret clearance and the ability to obtain a Top-Secret clearance.
• Have a current TS/SCI clearance.
• Have demonstrated the ability to independently analyze and summarize processes, procedures, and project related activities and make recommendations for improvement.

About Us

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 https://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 [e-mail].

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.

Minimum Rate

$24.25 Hourly

Maximum Rate

$44.30 Hourly