Group Administrative Assistant (Part Time)

Description

Are you an excellent communicator who thrives by enabling fast-paced technical teams?

Are you organized, self-driven, and passionate about the future of national security?

If so, we're looking for someone like you to join our Distributed Tactical Awareness and Decision-Making group at APL.

We are seeking an office administrator to manage, support, and evolve our team’s operations, facilities, and security needs. This is a part-time position (approximately 24-hours per week) with flexibility to evolve into a full-time role. Our multi-disciplinary team consists of engineers, physicists, computer scientists, data analysts, mathematicians, and others who spend their days designing the missile defense systems of tomorrow and working to improve current-day systems. With us, you will be part of a team that develops solutions to revolutionize warfighter-augmenting capabilities.

In this role you will perform administrative management for the group, specifically in the following areas:

• Operations Management
• Fill the role of group expert on APL Practices and Procedures to keep the group and staff coordinated
• Proactively identify opportunities to improve our processes and work with leadership to execute them
• Maintain the group org chart, phone list, and emergency contact list
• Participate in hiring/onboarding/offboarding staff through materials management as well as coordinating arrival/departure
• Actively participate in group operations and strategy meetings contributing ideas for improvement
• Enter data into APL systems to ensure staff are represented appropriately
• Help coordinate social activities for the group
• Security Management
• Fill the role of group security representative as the focal point in preparation for security inspections in collaboration with APL/AMDS security team
• Manage special area access, safes and safe contents, and security audits/inspection
• Attend security meetings and training and provide security resources
• Manage data transfers, data shipment, and transmittal of classified materials
• Escort facilities and housekeeping staff as needed in special access areas
• Assist with training of new staff members on security
• Meetings and Scheduling
• Procure meeting rooms, manage the supervisor’s schedule, coordinate visitor access, parking, and refreshments
• Travel
• Assist with travel policy, reimbursements, and sending clearances
• Coordinate between staff and Travel Accounting
• Property Management
• Purchase group supplies, furniture, software, hardware, staff computers, phones, etc. and maintain logs
• Manage and support delivery and audit of purchased items
• Order and coordinate maintenance for printers, scanners, shredders, and other office equipment
• Manage removal/disposal of no longer needed items
• Space/Office Management
• Coordinate staff office moves, office maintenance, furniture orders and placement, electronics (computer, phone) ordering, and port activation
• Assist with coordination of cleaning, painting, outfitting, and access to all offices, work areas, including special access areas in the group
• Documentation Management
• Support preparation and review of formal administrative and technical documentation
• Maintain a repository of group documents, including group mission, organizational structure, demographics, major projects, training and onboarding materials, office move processes, etc.
• Coordinate with the Communications Department to facilitate document preparation and printing
• Ensure timely routing and distribution of documents and mail
• Organize and maintain group web resources (Box drive, wiki, Slack, etc.), updating regularly and adding new information as needed.
  

Qualifications

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

• Possess an Associate’s degree in any field and/or four years of recent and growing responsibility as a secretary, office administrator and/or other related administrative support roles.
• Possess excellent attention to detail and organization with demonstrated ability to be efficient in a fast-paced environment
• Are a phenomenal teammate with strong written and verbal communication skills - This includes the ability to recognize and correct grammar, spelling, punctuation, and logical organization errors in written correspondence.
• Are driven to work both in a proactive and independent fashion, and as a teammate
• Have efficient time management skills with the ability to manage multiple simultaneous requests and prioritize appropriately
• Have practical experience and deep knowledge of Microsoft Office (Microsoft Word, Excel, PowerPoint, Outlook, and Adobe Acrobat Pro)
• Possess superior interpersonal and communication skills, both written and verbal
• Are familiar with, or can rapidly learn, management of sensitive personnel information and classified documents
• 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...

• Possess a Bachelor’s degree in a field related to administration
• Already have existing deep knowledge of APL specific practices, procedures, and facilities
• Have 3 or more years of direct experience in an office administration role
• Have experience editing PDFs with Adobe Acrobat
• Possess an active Secret Clearance and the ability to obtain a Top Secret Clearance
• Have significant technical writing experience
• Have experience managing websites and similar
  
  

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 http://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 Accommodations@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

$24.25 Hourly

Maximum Rate

$44.30 Hourly