Group Administrator

Are you eager to organize, facilitate, and provide administrative and operational support to a team involved in the latest research and missions in space exploration?

Are you passionate about working in a fast-paced, dynamic environment?

Are you interested in helping a leadership team build a supportive environment where all can thrive?

If so, we're looking for someone like you to join our team

The Moon and Rocky Planets Group (SRR) in the Space Exploration Sector seeks a Group Administrator to facilitate the activities and management of a group of roughly 30 planetary scientists. The group conducts scientific research on planets, asteroids, and moons throughout the solar system, with a primary focus on understanding how rocky bodies form and change over time. Many staff in our group are working on projects that support the return of humans to the Moon, through supporting the astronauts that will land on the Moon, or the development of technology that will one day allow humans to live and work on our Moon's surface. Our group also participates in the development and operation of spacecraft and instruments that explore other locations in the solar system, from Venus and Mercury through Pluto, and includes laboratories that perform a variety of experiments to understand the data we collect from those missions.

As a Group Administrator, your responsibilities will include:

• Assist staff with travel arrangements, preparing travel expense reports, and serving as a proxy for staff time-sheet entry.
• Process staff expense reimbursements for travel and local transportation, process and fulfill staff purchase requisitions, purchases of equipment and supplies, reconcile procurement card reports, education and training activities, equipment purchases, etc.
• Keep detailed, organized records of purchase receipts, personnel documents, facility changes, policy updates, etc. Maintain organization of group share drive, Wiki page, and other digital communications efforts.
• Track expenditures for overhead and capital budgets, following annual budgetary allocations, maintaining detailed records of purchases, and communicating with APL central procurement, financial managers, and external vendors.
• Assist staff with arranging meetings and appointments. Identify and reserve conference rooms and facilities, coordinating with the AV team when necessary to support hybrid meetings. Work with managers of special facilities to coordinate group events in their facilities as needed. Coordinate scheduling for internal and external meeting attendees. Send invitations and track responses. Arrange for coffee, water, other beverages, and food as needed.
• Inform the group about, and support implementation of, relevant laboratory, sector, branch, and group policies and procedures. Proactively inform the GS and AGS of issues requiring their attention.
• Seek opportunities to improve group efficiency and productivity by identifying and implementing new or improved administrative procedures, including the incorporation of best practices shared by administrators in other units. Communicate and collaborate effectively, as needed, with administrators in other APL units at all levels, including providing backup support.
• Assist staff with preparation and publication of technical documents. Assist staff with preparation, presentation, and distribution of materials for meetings and training sessions. Perform reviewing, proofreading, editing, routing, tracking, and filing of formal documentation, to include organizing and maintaining web-based documentation repositories. Write letters and emails on behalf of staff. Record and document meeting minutes and help maintain the group's collaboration site.
• Ensure proper operation of office equipment (e.g., copier/printer). Maintain appropriate office supply levels, send and receive shipments, US mail, and internal mail, arrange IT support as needed. Prepare and submit maintenance work requests for repairs, installations, furniture moves, etc. Coordinate office moves and proactively handle general troubleshooting and queries. Submit surplus requests for any unused and unnecessary equipment or supplies.
• Prepare for new hires including office space, furniture, computer, phone service, and supplies. Assist with welcome, orientation, and onboarding of new staff. Prepare for staff departures including retrieval of property and confirmation of completion of termination checklist.
• Assist with planning and execution of special events, including arrangement and delivery of food and beverages. Assist with sending congratulations and condolences to staff on life events with cards, flowers, or other appropriate means.
• Serve as Group Training Coordinator, assigning QMS/LMS training documents to new hires, sending training reminders to individuals, registering staff for required safety and instructor-led trainings, running reports to track training progress, and liaising with Department Training Coordinator to address any training issues or concerns.
• Serve as Group Security Representative with maintaining a secure work environment, security training, and preparation for security inspections.
• Work with APL security to send and confirm requests for group visitors.
• Coordinate the logistics for interns that join and leave the group each year mostly during summer. Secure workspaces and computers, arrange computer accounts and laptops for interns. Assist with group functions for interns on an as-needed basis (e.g., networking opportunities, seminars).
• Prepare purchase requisitions and reports from planning/reporting systems.
• Serve as Property Associate and maintain oversight and audit of group property / equipment.
• Order and maintain inventory of office supplies.
• Oversee procurement activities, using internal ordering mechanism (including compliance with APL procurement card procedures). Prepare shipping authorization forms, print labels, and coordinate delivery and pickup of packages.
• Provide and facilitate a positive and a pleasant team environment.
• The expectation for this position is to be onsite five days a week during regular business hours, not including PTO

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

• Possess a High school diploma or equivalent, with three or more years of relevant administrative experience.
• Are proficient in the Microsoft Office suite of software tools specifically: Outlook, Word, Excel, and PowerPoint.
• Possess strong verbal, written, and interpersonal communication skills, with the ability to interact effectively with all levels of staff, work independently and as part of a team, proactively work to solve problems independently, and are committed to helping others and the organization achieve its goals by demonstrating a work ethic that includes being a self-starter, paying attention to detail, and using discretion and good judgment.
• Have strong time management and work organization and planning skills with the ability to multi-task and prioritize effectively.
• Are willing to occasionally work irregular hours to meet the business need of the group.
• Can obtain Secret level security 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...

• Have an ability to proofread technical documentation.
• Have skills in illustration and graphic design software or are willing to learn.
• Have an ability to independently analyze, summarize, and make recommendations on administrative and project related activities.
• Possess an Associate's degree in a relevant field. Have previous administrative experience within APL and are familiar with the APL organization, staff, sponsors, and programs.
• Have familiarity with APL policies, practices, and procedures, including travel, reimbursements, purchasing, budgeting, and security. Are proficient in APL enterprise administration systems such as Enterprise Business Support System (EBSS), Ebuy, Learning Management System (LMS), Tririga Move Management System (MMS), Property Equipment Management System (PEMS), Analytics and Data Delivery Information Tool (ADDIT), and iCIMS recruiting system.

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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. With a wide selection of challenging, impactful work and a robust education assistance programs, APL promotes a culture of life-long learning. Our employees enjoy generous benefits and healthy work/life balance. APL's campus is located in the Baltimore-Washington metro area. Learn more about our career opportunities at www.jhuapl.edu/careers.

APL is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, gender identity, sexual orientation, national origin, disability status, veteran status, or any other characteristic protected by applicable law.

APL is an Equal Opportunity/Affirmative Action employer. 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 promoting an innovative environment that embraces diversity, encourages creativity, and supports inclusion of new ideas. In doing so, we are 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. Only by ensuring that everyone's voice is heard are we empowered to be bold, do great things, and make the world a better place.

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.