Program Area Office Administrator

Johns Hopkins Applied Physics Lab; Laurel (MD); On-site; USD 55,000 - 92,000; Full time

Job summary

Johns Hopkins University Applied Physics Laboratory (APL) seeks an organized Program Area Office Administrator to provide administrative and programmatic support to the Submarine Warfare Program Area. You will join a multidisciplinary team, support rapid solutions for complex challenges, and contribute to team communications and knowledge management.

Responsibilities include mastering APL policies, onboarding staff, planning meetings, managing calendars, travel, and property audits, and

Qualifications

• Associate's degree or higher with 5+ years admin/programmatic support.
• Ability to handle complex tasks with minimal supervision.
• Proficient in MS Office to produce documents and manage calendars.
• Ability to obtain Interim Secret clearance and possibly Top Secret/SCI.
• US citizenship required for security clearance.

Responsibilities

• Be expert on APL policies; onboard staff; plan and support meetings; morale events.
• Prepare, compile, maintain, and develop documents; analyze data; format docs; process classified docs.
• Assess needs of the Program Area to support execution and compliance.
• Lead office management: purchasing, travel, calendars; property audits.
• Assist leadership with QA, data archival, and Security Assurance.

Skills

MS Office proficiency

Independent judgement

Effective communication

Calendar management

Education

Associate's Degree in business/economics/related field

BA/BS in business/economics/related field

Tools

MS Project

MS Access

RMIS

EBSS

Job description

Description

Do you thrive in a dynamic 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.

We are seeking a highly organized self-starter to provide administrative and programmatic support to the Submarine Warfare Program Area. You'll be part of a multi-disciplinary team supporting rapid solutions for complex challenges. You will play an active role in team communications and knowledge management.

As a Program Area Office Administrator, you will...

• Help maximize program area's impact by serving as the expert on APL Policies and Procedures, on-boarding and orientating new staff to the team, assisting staff with the planning and execution of meetings for both internal and external attendees, and by planning and supporting special program area morale events.
• Prepare, compile, maintain, and develop documents. Assemble and analyze data. Proof read and format documents and presentations for clarity, accuracy, and compliance with established procedures. Be fully comfortable and knowledgeable with processing classified documentation, to include review and distribution of products on internal and external classified systems. Assist with other program documents and templates as required. Play an active role in team communications and knowledge management.
• Independently assess and anticipate needs of the Program Area (to include the Program Area Manager and Assistant Program Area Manager, Program Managers, and associated program leadership) in support of programmatic execution, internal and external policy compliance, and day to day business execution.
• Lead the management of the program area office to include: purchasing and reconciling equipment, materials, and supplies; booking travel and processing travel claims; and managing calendars. Lead property audits as the program area property administrator.
• Assist Program Area leadership with identifying, implementing, and ensuring compliance with Quality Management System (QMS), data archival procedures and Security Assurance processes relevant to Program Area's work.
• Be a member of and collaborate with a larger administrative team by providing backup support to other program areas as needed and sharing administrative best practices/lessons learned.

Qualifications

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

• Hold an Associate's Degree in business, economics, or other pertinent field, or equivalent level of experience, with 5 or more years of relevant administrative/programmatic support experience.
• Have demonstrated the ability to work on complex and multiple administrative and program tasks independently with little supervision and a willingness to take on additional work and challenges to develop new skills.
• Are proficient in the MS Office suite in order to produce sound documents, spreadsheets, and presentations and manage calendars through MS Outlook.
• Demonstrate independent judgement and discretion, interacting and communicating effectively with group and program supervisors, leadership, and external contractors and sponsors.
• Can pro-activelyinitiate, manage, and lead program area tasking.
• Can support irregular working hours and/or travel occasionally to support emergent needs.
• Can obtain an Interim Secret level security clearance by your start date and can ultimately obtain a Top Secret/SCI level clearance. If selected, you will be subject to a government security investigation and must meet the requirements for access to classified information. Eligibility requirements include US citizenship.

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

• A current active Secret or higher-level clearance.
• A BA/BS degree in business, economics, or other pertinent field.
• Prior experience with APL-specific formal and informal policies, practices, and procedures, software, and databases (e.g., Data Warehouse, RMIS, EBSS, etc.).
• Working knowledge of project management (e.g., Microsoft Project), and database software (e.g., Microsoft Access).

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

$44.30 Hourly