Group Administrative Assistant II/III

About the role

We are seeking a team-player for our Technical Facilities Systems Group to provide assistance to our operational functions and organizational goals. You will partner with our 60+ person team by providing administrative support in a centralized IT environment that supports a 1,200+ person department.

Responsibilities

• Assist the group’s management team in providing administrative and operational support for the group.
• Actively keep the group informed and updated on important issues.
• Monitor compliance with required training, timecards, PMP schedules, etc.
• Collect, organize, track, and retain information related to all group activities, including travel, purchasing, training, and security.
• Prepare monthly reports summarizing group activities and provide comparative analysis on a quarterly basis.
• Prepare and process administrative documents, including purchase requisitions, clearance requests, travel authorizations, and staff expense reimbursements.
• Prepare monthly budget-to-actual resource planning reports for Group management team review.
• Organize and maintain group office supplies.
• Assist in organizing staff technical meetings and team-building events.
• Draft security-related documentation and procedures.
• Help prepare security briefs intended to update the ADX team on emerging issues.
• Provide new staff members with adequate training, support, and security resources.
• Assist with the marking and organizing of classified documents as needed.
• Collaborate with APL and AMDS security representatives in preparation for security inspections.
• Implement and continuously update effective processes to streamline group security-related needs, including the creation and management of an electronic library for classified documents.
• Assist the management team and staff with the preparation of formal administrative and technical documentation and presentations, including writing, editing, and formatting.
• Ensure that formal documents and communications are prepared in accordance with security requirements and department and laboratory policy and guidelines.
• Coordinate with department and laboratory resources and facilities to facilitate document preparation and distribution in a timely manner.
• Work on reports and memoranda that are held at the SECRET classification.
• Organize and maintain the team’s website.
• Serve as the Group Property Associate, tracking group equipment resources, including equipment lifecycles and planning for equipment replacement.
• Prepare and submit purchase requisitions, maintain team supplies, and handle special orders as requested by staff.
• Work closely with the Air & Missile Defense Sector, Talent Service team, and College Recruiting office to coordinate Group hiring activities, including scheduling candidate interviews, distributing candidate materials, and de-conflicting multiple calendars.
• Collaborate with the Air & Missile Defense Sector Executive Assistants and teams of other Administrative Assistants throughout the Lab to support process improvement initiatives and achievement of the lab’s organizational goals.

Requirements

• High school diploma with at least 5 years of administrative experience.
• 4+ years of recent, progressively responsible experience as a secretary, office administrator, or in another related administrative support role.
• Willingness to operate with a high level of integrity and uncompromising discretion while working with confidential and highly sensitive information.
• Strong work ethic, highly motivated self-starter with a dedication to a positive attitude.
• Proven ability to manage a wide variety of routine to more complex issues with minimal assistance.
• Ability to develop and assess alternative approaches and assume responsibility for implementing solutions.
• Ability to grow and develop with an evolving organization.
• Adept at managing multiple priorities with competing demands.
• Resourceful with strong problem-solving skills.
• Excellent verbal and written communication skills, coupled with strong proofreading skills.
• Proficient in desktop computer applications, including Microsoft Office Suite.
• Committed to personal and professional growth.
• Ability to obtain a Secret security clearance; U.S. citizenship is required.

Qualifications (Preferred)

• Bachelor’s degree in Business Administration, Management, Communications, or a related business field.
• Experience in APL practices and procedures, security, and APL database applications.
• 10+ years of experience in a fast-paced and challenging work environment.
• Active Secret clearance and the ability to obtain a Top-Secret clearance.
• Current TS/SCI clearance.
• Demonstrated ability to independently analyze and summarize processes, procedures, and project-related activities and make recommendations for improvement.

About Us

The Johns Hopkins University Applied Physics Laboratory (APL) brings world-class expertise to our nation’s most critical defense, security, space, and science challenges. 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 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.

Pay

Minimum Rate: $24.25 Hourly
Maximum Rate: $44.30 Hourly

Benefits

• Comprehensive benefits package including retirement plans.
• Paid time off.
• Medical, dental, vision, life insurance.
• Short-term and long-term disability.
• Flexible spending accounts.
• Education assistance and training and development.
• Bonuses or other forms of compensation per internal policy and/or contractual designation.
• Sign-on bonus, relocation benefits, locality allowance, or discretionary payments for exceptional performance.