Group Administrator

Description

We are seeking an experienced and personable Group Administrator to join our team of highly qualified staff members. As Group Administrator you will primarily be supporting several functions for the Sensor Engineering and Phenomenology Group (A2A).

As a Group Administrator you will...

Provide effective daily administrative and office manager support to approximately 50 staff members including (but not limited to):

• Work with APL Document Control Center (DCC) to efficiently prepare, file, distribute, and ship classified and unclassified documents, CDs/DVDs, and computer hard drives as well as deliver those materials to the appropriate DCC for mailing. Continue to work with DCC and Air and Missile Defense (AMDS) Sector leadership to improve processes, when inefficiencies become evident.
• Collect, organize, track and retain information in electronic format related to all group activities, including travel, purchases, and training.
• Assist with onboarding new staff with pre-start computer and furniture purchases, scheduling and supporting pre-start zoom meetings, and various first day orientation activities.
• Organize, plan, and execute office space planning in coordination with the Branch Admin, under direction from the group supervisor.
• Prepare and process administrative documents in a timely manner, including purchase requisitions, clearance requests, staff reimbursements, travel authorizations, shipping authorizations, and expense reports.
• Facilitate travel planning and arrange outgoing clearances for staff members.
• Help schedule conference rooms, order food and drinks (as needed), facilitate incoming clearance coordination with visitor control and lobbies, and directly assist in the conduct of meetings (as needed), for meetings hosted by group staff.
• Ensure staff have adequate office supplies within the group office, and shared office supplies within the branch shared spaces and sector classified facilities used by staff in the group.
• Assist group leadership with planning & coordination of special group functions (e.g., group gatherings, picnic, etc.).
• Assist group leadership with administering and tracking overhead & morale fund expenditures.
• Assist with administrative needs in other groups within the Branch on an as-needed-basis.

Serve as the Group Security Representative:

• Attend CISSO trainings and meetings and communicate key points to staff.
• Maintain cleanliness of a Defense Counterintelligence and Security Agency (DCSA) Approved Area (DAA), formally known as Closed Areas (PARSE) through scheduling and monitoring APL Housekeeping services. Serve as an escort to visitors when applicable.
• Propose, implement, and continually update effective management processes to streamline group security related needs, including creating and maintaining a classified electronic library, and monitoring PDS installations.
• Be available and willing to train to the role of Trusted Agent for downloads from a classified network, as needed.
• Provide new staff members with adequate security support and resources.
• Track and ensure availability of most recent Classification Guides.
• Proactively collaborate with APL and AMDS security representatives in preparation for security inspections.

Assist with hiring and onboarding new staff members:

• Coordinate with group leadership in the recruitment, hiring, and on-boarding processes, including resume distribution, collaborating with Talent Services staff, scheduling and coordinating interviews, and providing required data packages to interviewers.
• Arrange office space for new employees by working with office movers, furniture purchasing representatives, and Information Technology System Department (ITSD) staff for setup and delivery of computer systems.
• Assist with various first-day orientation activities.
• Assist with the development, organization, and maintenance of key group onboarding and training materials.

Serve as Property Associate and track group resources:

• Monitor unclassified computing lifecycle schedules and proactively note pending out-of-warranty equipment.
• Maintain group supplies and special ordering as requested by staff.
• Handle group credit card purchases.
• Submit surplus requests, internal office and equipment move requests and shipping authorizations.
• Assist the sector with periodic tracking of property inventory in the group.
• Maintain furniture, equipment, supplies, and general items in common areas (e.g., group office, printer room, etc.) in orderly and good working condition.
• Assist with organization and maintenance of group digital resources

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.
• Minimum of 3 years providing administrative support in an office setting.
• Have a high level of initiative, dependability, self-motivation, and proactivity in task execution.
• Exhibit independent critical thinking skills in fulfilling tasks, identifying and satisfying needed steps that do not require outside input.
• Demonstrate ability in maintaining a pleasant and inviting office environment, and discretion when handling sensitive employee information.
• Thrive in a changing environment, and maintain an efficient work flow amidst frequent interruptions.
• Are able to work independently and to prioritize multiple tasks, in addition to exercising good judgment in apportioning time and setting priorities.
• Possess excellent interpersonal skills (verbal and written), the ability to interact with all staff levels, and representatives of external organizations.
• Exhibit strong organizational skills, both in task execution and organization of electronic information/data.
• Are proficient in handling data spreadsheets in Excel, and file creation and editing in Word and PowerPoint.
• Are able to acquire a 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 or higher.
• Have a good understanding of APL policies and procedures.
• Have technical writing and editing skills.

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 athttp://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 contactAccommodations@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

$23.50 Hourly

Maximum Rate

$43.40 Hourly