Shared Operations Administrator

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

Job summary

Johns Hopkins Applied Physics Laboratory (APL) is seeking an Office Administrator to support the FPS Operations teams in the Force Projection Sector. You will independently manage scheduling, travel arrangements, reimbursements, and office logistics for multiple supervisors and staff.

The role requires strong communication, customer service focus, and the ability to adapt to changing priorities. A security clearance is required or obtainable, with a commitment to supporting cross-team

Qualifications

• Have a high school diploma or equivalent.
• Have 5+ years of administrative office experience.
• Have a proven track record of strong communication skills.
• Have a demonstrated customer service mindset with a commitment to reducing administrative burdens for staff by providing proactive, responsive, and solutions-focused support.
• Are proficient in Microsoft Office suite products, particularly Excel, Word, PowerPoint and Outlook.
• Are a self-starter who is able to independently prioritize tasks, exercise sound judgement and pro-actively resolve issues.
• Have a demonstrated ability to work effectively under pressure and can easily and quickly adapt to changing priorities.
• Are a flexible and supportive team member, willing to adapt to changing priorities and work well in a team environment.
• Are able to obtain an Interim Secret level security clearance by your start date and can ultimately obtain Secret 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.

Responsibilities

• Your primary responsibility will be to provide on-site administrative support to the KCP & KCS Group Supervisors, Assistant Group Supervisors, Section Supervisors and FPS Operations organization staff members by independently performing all routine administrative matters for the group, including but not limited to: scheduling meetings, managing staff calendars, ordering office supplies, processing P-card and employee expense reimbursements, and arranging travel.
• You will manage and track the certification and training requirements for all FPS Operations staff, including scheduling and coordination of on-site training events.
• Support hiring and recruiting activities by coordinating interview schedules, communicating with candidates and hiring teams, and providing administrative support throughout the recruitment process
• You will assist in the logistics of all FPS Operations staff office moves, including working with the Sector Move Coordinator to schedule staff moves and ensuring that staff have a complete and fully functioning office set-up. In addition, you will actively participate in the on-boarding activities for all new FPS Operations staff members.
• You will serve as the Group Property Associate for the KCP and KCS groups, ensuring all property is current and accounted for on a regular basis. You will process surplus property requests and assist in the Lab's required wall-to-wall inventory process.
• You will serve as a member of the FPS Operations Organization Central Admin team and work together with the other Ops Organization Office Administrators to create standard operating procedures and achieve common objectives for the entire FPS Operations groups.
• You will actively participate in operations initiatives and proactively seek opportunities to make the group and FPS more effective by identifying new/improved administrative procedures.

Skills

Organizational skills

Customer service mindset

Multi-tasking

Communications skills

Proactive problem solving

Self-starter

Adaptability under pressure

Education

High School Diploma or Equivalent

Associates degree (preferred)

Tools

Microsoft Excel

Microsoft Word

PowerPoint

Outlook

Job description

Description

Are you highly organized and outgoing?

Do you enjoy collaborating with others and have a customer service mindset?

Are you able to effectively multi-task to meet competing deadlines?

Are you enthusiastic about working with a diverse Operations Team?

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

We are seeking an Office Administrator to support the Operations organizations in the Force Projection Sector (FPS), including the Sector Central Operations Group (KCS) and Program Financial and Operations (KCP). You'll be joining a hardworking team of Financial Managers, Program Operations Managers, Financial Analysts, Procurement Support, and Data Management.

As a member of our team, you will collaborate across FPS and within the operations organization and play an active role in the overall success of the Sector.

As an Office Administrator

• Your primary responsibility will be to provide on-site administrative support to the KCP & KCS Group Supervisors, Assistant Group Supervisors, Section Supervisors and FPS Operations organization staff members by independently performing all routine administrative matters for the group, including but not limited to: scheduling meetings, managing staff calendars, ordering office supplies, processing P-card and employee expense reimbursements, and arranging travel. Additionally, as part of the FPS Operations Organization central administrative support model, you, in coordination with your peer administrators will provide seamless support to the other Operations groups and functions as needed (typically when their primary administrator is out or during peak workload periods or for special projects as assigned.)


• You will manage and track the certification and training requirements for all FPS Operations staff, including scheduling and coordination of on-site training events.


• Support hiring and recruiting activities by coordinating interview schedules, communicating with candidates and hiring teams, and providing administrative support throughout the recruitment process


• You will assist in the logistics of all FPS Operations staff office moves, including working with the Sector Move Coordinator to schedule staff moves and ensuring that staff have a complete and fully functioning office set-up. In addition, you will actively participate in the on-boarding activities for all new FPS Operations staff members.


• You will serve as the Group Property Associate for the KCP and KCS groups, ensuring all property is current and accounted for on a regular basis. You will process surplus property requests and assist in the Lab's required wall-to-wall inventory process.


• You will serve as a member of the FPS Operations Organization Central Admin team and work together with the other Ops Organization Office Administrators to create standard operating procedures and achieve common objectives for the entire FPS Operations groups.


• You will actively participate in operations initiatives and proactively seek opportunities to make the group and FPS more effective by identifying new/improved administrative procedures.

Note: This job summary and listing of duties is for the purpose of describing the position and its essential functions at time of hire and may change over time.

Qualifications

You meet our minimum qualifications for the job if you…

• Have a high school diploma or equivalent.


• Have 5+ years of administrative office experience.


• Have a proven track record of strong communication skills.


• Have a demonstrated customer service mindset with a commitment to reducing administrative burdens for staff by providing proactive, responsive, and solutions-focused support.


• Are proficient in Microsoft Office suite products, particularly Excel, Word, PowerPoint and Outlook.


• Are a self-starter who is able to independently prioritize tasks, exercise sound judgment and pro-actively resolve issues.


• Have a demonstrated ability to work effectively under pressure and can easily and quickly adapt to changing priorities.


• Are a flexible and supportive team member, willing to adapt to changing priorities and work well in a team environment.


• Are able to obtain an Interim Secret level security clearance by your start date and can ultimately obtain Secret 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…

• Have an Associates degree


• Have an active Secret level 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