Office Administrator (Part-time)

We are seeking an experienced and personable Group Office Administrator to join our team of highly qualified staff members. As a Group Office Administrator you will primarily be supporting functions for Information Fusion and Artificial Intelligence (A4I) group in the Non-Kinetic Warfare Branch (A4), but may be called on to assist with other groups within the branch as needed.

Please note: This is a part-time position, 20 hours a week.

As the Group Office Administrator you will...

Provide effective daily administrative and office manager support to 25 staff members in A4I:

• Prepare, file, and distribute classified and unclassified documents, monitor time cards and proxy entries as needed, and facilitate office moves.
• Collect, organize, track and retain information in electronic format related to all group activities, including travel, purchases, and training.
• Assist with on-boarding new staff with pre-start computer and furniture purchases and various first day orienting activities.
• Prepare and process administrative documents in a timely manner, including purchase requisitions, clearance requests, travel authorization and expense statements.
• Facilitate travel planning and arrange outgoing clearances for staff members.
• Help schedule conference rooms and order food and drinks (as needed) for meetings hosted by group staff.
• Assist group leadership with strategic planning and execution (action item tracking, etc.), data call management, and leadership schedules.
• Using various APL financial tracking tools such as the Management Information Kiosk (MINK), prepare monthly reports detailing the groups' spending on various programs and budgets.
• Assist with administrative needs in other groups on an as-needed-basis.

Serve as the Group Security Representative:

• Attend CISSO training and meetings and communicate key points to staff.
• Propose, implement and continually update effective management processes to streamline group security related needs, including creating and maintaining a classified electronic library.
• Be available and willing to train to the role of Trusted Agent for downloads from a classified network (SIPRNET), 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, interfacing with Talent Services personnel, scheduling and coordinating interviews, and providing required data packages to interviewers.
• Prepare office space for new employees by interfacing with office movers, furniture purchasing representatives, and coordinate with Information Technology System Department (ITSD) personnel for setup and delivery of computer systems.
• Assist with various first-day orienting activities.

Serve as Property Associate and track group resources

• Track Unclassified computing lifecycle schedules and proactively note pending out of warranty equipment.
• Maintain group supplies and special ordering as requested by staff. Manage group credit card purchases.
• Work with group staff members to track and schedule equipment calibration needs.
• Submit surplus requests, internal office and equipment move requests and shipping authorizations.

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.

You meet our minimum qualifications for the job if you...

• Have a High School diploma with a record of academic excellence.
• Have a minimum of 5 years providing administrative support in a professional setting, or a Bachelor’s degree with excellent academic record and experience in an office environment or administrative support.
• Have a high level of initiative and dependability.
• Demonstrated ability in maintaining a pleasant and welcoming office environment and discretion when handling sensitive personnel information.
• Ability to work in a changing environment and to maintain an efficient work flow amidst frequent interruptions.
• Ability to work independently and to proactively prioritize multiple tasks, and to exercise good judgment in apportioning time and setting priorities.
• Excellent communication skills (verbal and written) and ability to professionally interact with all staff levels and representatives of external organizations.
• Strong computer skills and proficiency with handling data spreadsheets in Excel, and file creation and editing in Word and PowerPoint.
• Are able to obtain 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...

• Hold a College degree.
• Have a good working knowledge of APL policies and procedures.
• Have technical writing and editing skills.

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 http://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 Accommodations@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.

Salary : $24 - $43