SRP Group Administrator

About the role

The Solar & Space Physics Group (SRP) in the Space Exploration Sector (SES) seeks a Group Administrator to facilitate and help manage the activities of a group of 50 solar and space physicists.

Responsibilities

• Independently perform routine administrative matters for the group office.
• Manage office documents, files, logs, journal publications, grant proposal win rates, and security procedures.
• Work with the SRP Group Supervisor and Assistant Group Supervisor to assign and track staff security and technical training.
• Work with staff, as needed, to arrange travel. Complete travel authorization forms and process timely reimbursements for travel and other miscellaneous expenses.
• Manage and support project-related meetings and workshops hosted by group members that include external attendees for U.S. and foreign institutions, by securing room location or a virtual meeting venue, maintaining logs of meeting attendees, and archiving meeting presentations as needed.
• Notify visitor control/security and fill out relevant visitor information forms, escort visitors as needed, and arrange for refreshments and food.
• Administer summer interns and group visitors by arranging for badging, computer systems, and internet. For onsite visitors, work with the Group Supervisor and Assistant Group Supervisor to secure office space.
• Aid in group functions for all visitors on an as-needed basis (e.g., networking opportunities, seminars).
• Prepare purchase requisitions that are responsive to group overhead and capital spending plans. Assist group management in compiling and analyzing capital and overhead plans. Track budget requests, allocations, and expenses.
• Work with the Group Supervisor to collect and input staff coverage plans into the APL planning system during regular staffing plan exercises.
• Oversee procurement activities, using internal ordering mechanisms that comply with APL procurement card procedures. Prepare shipping authorization forms, print labels, and coordinate delivery and pickup of packages.
• Provide general maintenance of printers and copiers, and arrange for service, as needed.
• Take initiative in developing and implementing new procedures, practices and associated tools to improve communication and other functions across SES.
• Become familiar with and advise staff on lab-wide administrative processes and procedures.
• Provide and facilitate a positive and a pleasant team environment.

Qualifications

• Hold a Bachelor's degree in Business Administration, Management, Communications or a related business field and 2 years of administrative experience, or a High School diploma or equivalent with a minimum of 5 years of administrative experience.
• Possess strong computer skills using MS Excel, Word and PowerPoint.
• Have an ability to independently analyze, summarize, and make recommendations on administrative and project-related activities.
• Work well with others using discretion and tact, and possess excellent verbal and written communication skills.
• Project a positive work attitude with professional and support staff.
• Have the ability to grow and change with an evolving organization.
• Have the capacity to independently organize and re-prioritize work assignments to meet evolving needs.
• Able to obtain TS/SCI level security clearance.