Branch Office Administrative Assistant

Description

Are you seeking a positive and supportive work environment to advance your administrative career? Do you thrive in a multi-tasking environment and enjoy solving problems? Do you excel at challenging the status quo and developing other staff members?

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

We are seeking an experienced, self-motivated administrator to help us maintain a welcoming and efficient Branch Office. The ideal candidate would be a driven team player who takes pride in APL’s mission and in achieving common goals. The AMDS Multi-Domain Surveillance & Tracking Branch is comprised of approximately 240 staff members and the Branch Administrator is a vital contributor supporting the Branch leadership team that aims to make everyone as successful as possible. A key component of this position is helping to recruit and develop the careers of other administrative professionals.

As a Branch Administrator

• Your primary responsibility will be maintaining administrative cognizance over Branch activities. This includes coordinating and executing day-to-day and ad-hoc activities in a fast-paced environment.
• You will maintain calendars, craft agendas, plan meetings, and anticipate future needs as much as possible. Be accountable for handling and closing action items in a timely basis. Assist with the development of presentations to include research, data collection and organization, editing, and formatting. Coordinate Branch wide activities (e.g., all-hands meetings, technical exchanges, social functions, etc.).
• You will track and coordinate timely responses from branch leaders and staff to data calls, some of which contain classified or sensitive information. Anticipate and plan for regularly scheduled activities such as performance and salary reviews, Branch meetings, overhead and capital planning sessions, IRAD calls, etc.
• You will review and initiate professional communications to enable the timely flow of information throughout the branch and to ensure conformance to guidelines. Continually develop knowledge and maintain up-to-date on a large number of APL databases, systems, and operational practices and procedures to provide authoritative information in response to requests.
• You will serve as a resource to all Branch staff in terms of security and property rules and procedures.
• You will promote the use of communication and collaboration tools (e.g., Box Folders, Zoom, Slack, etc.) to increase partnerships across Branches and Sectors.
• You will advocate for Group Administrators within the Branch. Help with Group Administrator recruiting and career development. Identify and encourage stretch tasks/goals to achieve career growth. Lead periodic meetings with all Administrators within the branch as well as occasional one-on-one meetings to discuss and overcome any obstacles. Suggest training courses to improve administrative skills.
• You will meet regularly with Sector Administrators to support sector-wide initiatives and collaborate with other Branch Administrators while bringing unique organizational and teaming skills to help solve sector/lab-wide problems. Lead sector level administrative activities as opportunities arise.
• You will initiate and participate in opportunities to improve practices & procedures. As needed, develop process improvement plans and lead the implementation of those plans.
  
  

Qualifications

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

• Have a Bachelor’s Degree in a business-related (or similar) field or an equivalent number of years of relevant experience.
• Have 6 or more years of experience providing administrative or operational support, with a demonstrated history of success in similar roles.
• Are adept at organizing and maintaining calendars and databases to ensure efficient day-to-day operations.
• Possess strong skills with common business software products and experience with MS Excel, Word, Outlook, and PowerPoint.
• Have experience serving as a key point of contact in an office environment, creating and delivering presentations, leading meetings, and facilitating training as needed.
• Are adept at independently analyzing, summarizing, and making recommendations on administrative practices and procedures.
• Possess excellent interpersonal and communication skills (written and verbal) and are adept at proofreading/quality checking material.
• Demonstrate initiative and the ability to work effectively both independently and collaboratively, using discretion and tact.
• Are committed to diplomatically challenging the status quo to identify areas for increased efficiency and accuracy.
• Are able to obtain a Secret level security 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 U.S. citizenship.
  
  

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

• Possess a bachelor's degree
• Have experience with operating classified information systems, safeguarding classified materials, and have a thorough understanding of security practices and procedures.
• Have experience recruiting, training, and developing the careers of administrative professionals.
• Have a proven track record of driving positive change into an organization’s practices and procedures, culture, and overall effectiveness.
• Have an existing DoD clearance at the Secret level.
  
  

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 Accessibility@jhuapl.edu.

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