Office Administrator - Electronic Warfare Program Area

About the role

We are seeking a highly organized self-starter to provide administrative and programmatic support for the Electronic Warfare Program Area Manager (PAM) and Program Managers (PMs). In this role, you will be part of a multi-disciplinary team pursuing groundbreaking solutions for complex national security challenges. You will play an active role in team communications and knowledge management.

Responsibilities

• Play an integral role in strategic and operational duties for all program/project planning efforts within the Electronic Warfare Program Area.
• Communicate with sponsors and government counterparts to schedule classified conferences, workshops, and exercise participation.
• Lead all planning, logistics, and execution for routine sponsor meetings, CVTCs, and large sponsor conferences and symposia (e.g., schedule room, food, track clearances, draft agendas, assemble briefs, push slides).
• Serve as a meeting facilitator, adjusting to dynamic events, taking notes, and compiling action items.
• Provide calendar and scheduling support for the Electronic Warfare Program Area Manager, Program Managers, and program teams.
• Assist in the compilation of various data calls for the Program Area Manager (PAM) and PMs, and manage and track task execution.
• Coordinate internal program reviews, working closely with the Program Managers (PMs).
• Assist with other program documents and templates as required; proofread and format documents and presentations at the request of the PAM and PMs.
• Lead the management of the program office, including:
  • Purchasing and reconciling equipment, materials, and supplies.
  • Booking travel and processing travel reimbursements.
  • Leading property audits as the group property administrator.
  • Building shipping authorizations.
  • Organizing group morale events and contributing to a positive team environment and culture.
• Serve as the Security Representative by:
  • Coordinating incoming and outgoing visitor requests.
  • Advising program personnel on security clearance procedures and classified visit requirements.
  • Managing classified data transfer requests in accordance with laboratory and government security policies.
• Collaborate closely with Program Managers (PMs), Program Operations Managers (POMs), and project team members to ensure efficient day-to-day needs are met.
• Take on other tasks as needed to ensure the operational success of the Mission Area.
• Collaborate with branch and cross-sector administration teams to enhance productivity and effectiveness, streamlining and innovating administrative processes.

Requirements

• Associate's degree or equivalent level of relevant experience.
• At least five years of relevant administrative/programmatic support experience.
• Proven ability to work on complex and multiple administrative and program tasks independently with little supervision.
• Willingness to take on additional work and challenges and develop new skills.
• Proficiency in the MS Office suite to produce high-quality documents, spreadsheets, and presentations.
• Ability to demonstrate independent judgment, interact and communicate effectively with group and program supervisors, leadership, and external contractors and sponsors.
• Strong attention to detail with excellent written and oral communication skills.
• Ability to proactively forecast, initiate, manage, and lead program area tasking.
• Support occasional irregular working hours, willingness to work in closed areas as needed, and travel as required to meet emergent needs.
• Ability to obtain a TS/SCI level security clearance; U.S. citizenship is required.

Qualifications

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

• Hold a Bachelor's degree in business, economics, or another pertinent field, or equivalent level of experience.
• Have prior experience with APL-specific practices and procedures, software, and databases (e.g., Data Warehouse, RMIS, EBSS).
• Have prior experience providing administrative support to program managers and program groups.
• Are an advanced user of Microsoft Office Suite and APL applications.
• Hold a current Top Secret (or higher) level clearance.

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. APL provides generous benefits, including a robust education assistance program, unparalleled retirement contributions, and a healthy work/life balance. Our campus is located in the Baltimore-Washington metro area.

Pay

Minimum Rate: $24.25 hourly
Maximum Rate: $44.30 hourly