Administrative Assistant

About the role

We are seeking a Group Administrative Assistant to help us coordinate office management tasks and independently perform routine functions. We strive to foster an environment of collaboration and respect for all.

Responsibilities

• Assist staff with essential business processes and to be able to work independently to accomplish routine and ongoing tasks
• Cook up travel arrangements and facilitate reimbursements
• Serve as main point of contact for purchasing IT equipment and office supplies utilizing APL Supplier Management process
• Setup shipping requests
• Provide general maintenance of printers and copiers, arranging for service as needed
• Serve as security representative, property administrator, and training coordinator
• Cook up meetings, book conference rooms, work with visitor control to assist incoming visitors, provide assistance with presentations and managing sponsor interactions, assist with virtual meeting setup, plan and coordinate group events
• Serve as main point of contact for three meeting rooms, including the APL Concurrent Engineering (ACE) lab
• Aid group staff to submit procurement requisitions
• Aid with sending staff outgoing visitor clearance requests to sponsor sites
• Track telecom needs, including teleconferencing, Zoom setup, office/meeting room phones and cell phone needs
• Aid with interview schedules and new staff onboarding
• Aid group management with tracking training and recertification of group members
• Work on specific sponsor-related tasks as needed
• Cook up intern logistics each summer
• Stay up-to-date with Lab processes and procedures. Communicate important changes and security updates to staff

Qualifications

• You meet our minimum qualifications for the job if you...
• Have an Associates or Bachelor's degree with 2 or more years' administrative experience, or have a high school diploma or equivalent with a minimum of 4 or more years' administrative experience.
• Are proficient in MS Office Software (MS Word, PowerPoint, Excel)
• Have excellent interpersonal communication skills (written and verbal) and organizational skills
• Are able to prioritize and manage numerous tasks
• Can complete administrative tasks independently and proactively prepare for future tasks
• Are able to obtain Interim Secret level security clearance by your start date and can ultimately obtain a Top Secret/SCI 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 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 $24.25 Hourly Maximum Rate $44.30 Hourly