Program Area Admin - National Security Analysis Program Area

Johns Hopkins Applied Physics Lab; Laurel (MD); On-site; USD 36,644 - 63,920; Full time

Job summary

The Johns Hopkins University Applied Physics Laboratory (APL) is seeking an experienced Office Administrator to support the National Security Analysis Mission Area. You will coordinate calendars, travel, meetings, and knowledge management in a fast-paced environment while ensuring security procedures are followed.

You will work with Program Area Managers, program staff, and external sponsors, handling day-to-day operations, purchasing, documentation management, and office activities.

Qualifications

• You meet our minimum qualifications: Associate's degree or equivalent experience.
• At least ten years of relevant administrative/programmatic support experience.
• Ability to work on complex tasks independently with minimal supervision.
• Proficient in MS Office to produce high-quality documents, spreadsheets, and presentations.
• Ability to interact with program Supervisors, leadership, external contractors, and sponsors; proactively manage tasks.
• Strong attention to detail and excellent written/oral communication skills.
• Capable of forecasting, initiating, and leading program tasks.
• Hold an active Top Secret clearance and eligible for TS/SCI; U.S. citizenship required.

Responsibilities

• Develop a thorough understanding of the Program Area and administrative needs; recommend improvements.
• Partner with the Program Area Manager to manage calendars, travel, and scheduling for PMs.
• Coordinate PMR, staff meetings, reviews, sponsor meetings; prepare agendas and capture decisions; track actions.
• Coordinate sponsor engagements; manage meeting logistics, security, and classified visit requirements.
• Handle administrative activities for classified facilities, meetings, and sponsor engagements.
• Track program area action items and leadership tasks to ensure timely execution.
• Coordinate IRAD activities including reviews and related events.
• Manage day-to-day operations: purchasing, property accountability, supplies, reimbursements, documentation, memberships, and office operations.
• Maintain organized repositories for documentation and knowledge resources.
• Collaborate with Operations Managers and other admins to improve processes.
• Organize morale, recognition, and engagement activities.

Skills

Administrative support

Program coordination

Security clearance management

Communication skills

Independent worker

Education

Associate's degree or equivalent

Bachelor's degree in Business / Economics / Communications or related field

Tools

MS Office Suite

APL business systems

Job description

Description

Do you thrive in a dynamic, team-based environment that involves multi-tasking and thinking on your feet?

Are you a superb, results-oriented worker with a positive attitude and a real passion for helping others?

Do you desire important work that supports our internal team and government sponsors?

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

The National Security Analysis Department (NSAD) is seeking a highly organized self-starter to provide administrative and programmatic support to the Program Area Manager (PAM), Program Managers (PMs), and program staff across the National Security Analysis Mission Area (NSAMA). In this role, you will be part of a multi-disciplinary team pursuing ground breaking solutions for complex national security challenges. You will play an active role in team communications and knowledge management.

As the Office Administrator for the National Security Analysis Program Area, you will ...

• Develop a thorough understanding of the Program Area, its mission, culture, technical work, and administrative needs while recommending initiatives that improve operational effectiveness.
• Serve as the administrative partner to the Program Area Manager by managing priorities, calendars, travel, and administrative activities while coordinating complex scheduling for Program Managers as needed.
• Coordinate and administer the Program Area battle rhythm, including recurring Program Management Reviews (PMRs), staffing meetings, strategic reviews, IRAD reviews, sponsor meetings, and leadership forums; Prepare agendas, coordinate logistics, distribute read-ahead materials, capture decisions and action items, and track follow-up through completion.
• Coordinate sponsor engagements led by the Program Area, including meeting logistics, security coordination, classified visit requirements, agendas, briefing materials, executive-level administrative coordination, and follow-up actions.
• Coordinate administrative activities associated with classified facilities, meetings, and sponsor engagements.
• Track Program Area action items, leadership tasks, and administrative commitments to ensure timely execution and accountability.
• Coordinate IRAD administrative activities including review panels, milestone meetings, check-ins, poster sessions, and related technical events.
• Manage day-to-day Program Area operations including purchasing, property accountability, supplies, travel coordination, reimbursements, documentation management, professional memberships, and office operations.
• Maintain organized repositories for Program Area documentation, meeting materials, templates, action items, and knowledge management resources.
• Partner closely with Operations Managers, Executive Assistants, Program Managers, and other administrative professionals to improve collaboration and streamline administrative processes.
• Organize morale, recognition, and engagement activities that cultivate a positive workplace culture.
• Perform other duties as assigned to support successful Program Area execution.

Qualifications

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

• Have an Associate's degree, OR equivalent level of relevant experience.
• Have at least ten years of relevant administrative/programmatic support experience.
• Have a proven ability to work on complex and multiple administrative and program tasks independently with little supervision, and willingness to take on additional work and challenges and develop new skills.
• Are proficient in the MS Office suite in order to produce high-quality documents, spreadsheets and presentations.
• Are capable of demonstrating independent judgment, interacting and communicating effectively with group and program supervisors, leadership, and external contractors and sponsor; Proactively initiate, manage, and lead program area tasking.
• Have strong attention to detail with excellent written and oral communication skills.
• Can pro-activelyforecast, initiate, manage, and lead program area tasking.
• Hold an active Top Secret security clearance and can ultimately obtain a TS/SCI level 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 a Bachelor's degree in Business, Economics, Communications, or another relevant field, or possess an equivalent level of experience.
• Have prior experience with APL-specific practices, procedures, software applications, and databases.
• Have prior experience providing administrative support to Program Managers, Program Area leadership, or technical organizations.
• Are an advanced user of Microsoft Office Suite and APL business systems.
• Hold an active TS/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

$26.60 Hourly

Maximum Rate

$46.40 Hourly