Group Administrator - ISR and Targeting Applications

Johns Hopkins Applied Physics Lab; Laurel (MD); On-site; USD 69,156,000 - 126,938,000; Full time

Job summary

Johns Hopkins Applied Physics Laboratory is seeking an Office Administrator for the KAT Group in Laurel, MD. You will support the GS/AGS and leadership, streamline office processes, and manage budgets, labor plans and onboarding for 40+ technical professionals.

You will coordinate meetings, travel, procurement and compliance, while protecting sensitive information. A Secret clearance and US citizenship are required; regular on-site work is expected at APL’s Laurel campus.

Qualifications

• High School diploma or equivalent with at least three years of administrative experience.
• Must be detail-oriented, organized, able to multitask, and problem solve.
• Strong written, verbal and interpersonal communication skills.
• Proficient in Word, Excel, PowerPoint, Outlook, and Adobe Acrobat Pro.
• Committed to helping others and the organization achieve goals.
• Self-starter with high attention to detail, discretion and good judgment.
• Willing to accommodate occasional irregular hours; eligible for a Secret clearance (US citizenship).

Responsibilities

• Provide administrative and operational support to GS and AGS and leadership.
• Improve group efficiency, productivity, morale and processes.
• Assist with labor plans, reports, budgets, and expenditures tracking.
• Prepare and update spreadsheets interfacing with APL systems.
• Publish job requisitions, coordinate interviews and onboarding.
• Lead onboarding for staff and interns, manage office space and IT access.
• Serve as group property manager and manage equipment, moves and logistics.
• Plan meetings, book spaces, arrange travel, and track actions.
• Coordinate training, compliance reminders and group-wide communications.
• Support programs, teams and events to boost morale and collaboration.

Skills

Detail-oriented

Organized

Multitasking

Communication

MS Word

Excel

PowerPoint

Outlook

Adobe Acrobat Pro

Security clearance

US citizenship

Education

High School diploma

Tools

ICIMS

EBSS

EGP

RMIS

MINK

PEMS

Job description

Description

Are you a diligent, reliable office administrator with excellent organizational and communication skills?

Do you desire a career supporting engineers and scientists as they solve the most critical challenges facing our nation today?

If so, we are looking for someone like you to join our team of highly dedicated professionals!

The KAT group's mission is “To transform cutting-edge ISRT and BMC2 solutions into combat-ready kill-chain and counter kill-chain capabilities by integrating high-fidelity modeling & simulation, threat characterization, rapid prototyping, test, evaluation and field experimentation leading to deployment and successful technology transition.” Your administrative support partner will ensure the organizational and operational efficiency needed to accomplish this mission. We look forward to welcoming you into our innovative and collaborative team!

As the KAT Group’s Office Administrator, you will…

• Provide administrative and operational support to the Group Supervisor (GS) and Assistant Group Supervisor (AGS), and group leadership team in managing a group of 40+ technical professionals in accordance with APL Policies and Procedures.
• Proactively contribute to maintaining and improving the group’s efficiency, productivity, morale, and professional workplace environment by identifying and implementing new or improved administrative procedures, incorporating best practices shared by administrators in other units, and developing and maintaining group processes and resources that improve communication, consistency, and operational efficiency.
• Assist the GS and AGS with preparing and submitting quarterly group labor plans; Prepare monthly reports on labor allocation (staff tasking), overhead and capital expenditures, staff clearance status, new educational degrees, new publications, and new intellectual property disclosures; Monitor group expenditures, reconcile spending against plans, identify discrepancies or trends, and support leadership with budget and resource planning; Prepare and update spreadsheets and interface with APL enterprise administration systems.
• Prepare, submit, and maintain records of requests, reports, logs, and other administrative correspondence, including recurring trackers, leadership materials, presentations, and other resources used to support group operations and decision-making.
• Assist the hiring team with writing and publishing job requisitions, compiling candidate application packages, coordinating phone screens and candidate visits, scheduling interviews, coordinating interview logistics and escorts, and submitting interview evaluations.
• Lead onboarding activities for new staff and interns, ensuring they are set up for success by coordinating office space, furniture, IT resources, administrative and system access, group resources, and new-hire communications.
• Serve as the group property manager, responsible for inspecting and reporting accountability of items such as computers, lab equipment, and government property; Coordinate equipment tracking and loans, laptop and technology refreshes, office moves, furniture needs, surplus actions, and other group facilities and workspace requirements.
• Inventory and order office supplies and other items approved by the Group Supervisor, and coordinate group purchasing, procurement, shipping, and other logistical requests as needed.
• Plan and execute meetings, including reserving meeting spaces, coordinating logistical needs and personnel attendance, and verifying receipt of clearance information; Prepare agendas and presentation materials, coordinate virtual meeting support, visitor access and escorts, maintain meeting resources, and track follow-up actions as needed.
• Assist group staff with travel itineraries, visit requests, travel claims, expense reports, and timesheet entry as needed.
• Monitor and coordinate completion of required group training, acknowledgements, and other administrative compliance requirements, providing reminders and status updates to staff and leadership as needed.
• Provide administrative and operational support to group sections, project teams, and programs as assigned, including meeting coordination, request and action tracking, resource development, access coordination, expense support, information organization, and other project-specific needs.
• Plan and coordinate group events, recognition activities, team-building opportunities, and other employee-engagement initiatives that support group morale, collaboration, and a positive workplace environment.
• Coordinate recurring employee and group planning activities, including performance-review coordination, intern activities, and other annual or seasonal administrative requirements.
• Support the publication of technical documents by issuing document numbers, entering documents into APL’s quality review tracking tool, and following up with reviewers to ensure required actions are completed in a timely manner.
• Collaborate with other administrators within the branch and across APL units, providing backup administrative support as needed and sharing administrative best practices and resources across organizations.

Qualifications

• Have a High School diploma or equivalent with at least three years of recent, relevant administrative experience of growing responsibility.
• Are a detail-oriented, organized person able to independently multitask, prioritize and problem solve.
• Are a phenomenal teammate with strong written, verbal and inter-personal communication skills; This includes the ability to recognize and correct grammar, spelling, punctuation, and logical organization errors in written correspondence.
• Are proficient in Microsoft Word, Excel, PowerPoint, Outlook, and Adobe Acrobat Pro.
• Are committed to helping others and the organization achieve goals.
• Are a self-starter, have high attention to detail, discretion, and good judgment.
• Are willing and able to accmodate occasional irregular working hours to satisfy urgent needs.
• Are able to obtain a 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 an Associate’s degree or higher.
• Have previous administrative experience within APL and familiarity with APL staff, sponsors, and programs.
• Are familiar with APL practices and procedures, including travel, purchasing, security, and budgetary interactions.
• Are proficient with APL administrative applications such as ICIMS, Enterprise Business Support System (EBSS), Enterprise Group Planning (EGP), Resource & Management Information System (RMIS), Management Information Kiosk (MINK), and the Property Equipment Management System (PEMS).
• Hold an Active DoD Secret clearance with the ability to obtain a DoD Top Secret / SCI security clearance.

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