Procurement Administrative Coordinator

2 weeks ago

Maryland City, Maryland, United States Johns Hopkins Applied Physics Laboratory Full time


Are you committed to enhancing operational efficiency?

Do you thrive on anticipating the requirements of a dynamic team and delivering effective, innovative, and comprehensive solutions?

Are you enthusiastic about working in a fast-paced, evolving environment?

Would you like to be part of a team that promotes knowledge sharing, continuous learning, and personal development?

If so, we invite you to consider joining our team at Johns Hopkins Applied Physics Laboratory.

The BCFD Procurement Group is responsible for acquiring a diverse range of goods and services to support the comprehensive operations of APL and its missions. We are looking for a proactive self-starter to provide impactful administrative and operational support that ensures the smooth functioning of the Procurement Group. You will play a vital role in supporting the group's senior leadership and contributing to the success and expansion of the Procurement Group. As part of a dedicated team of procurement and contract professionals, you will support the Lab's supply chain infrastructure and actively engage in the team's execution, communications, and knowledge management.

As the Procurement Administrative Coordinator, your primary responsibilities will include:

Providing Leadership Support by:
  • Managing the calendars of Group and Assistant Group Supervisors, resolving conflicts independently when possible, and enhancing the efficiency of their schedules.
  • Preparing documents and collaborating with internal and external personnel to coordinate and organize various meetings and presentations.
  • Coordinating meetings and conferences by securing venues, setting up audio/visual equipment, notifying security of external visitors, and escorting guests as necessary. Maintaining and distributing minutes and action items as required.
  • Planning and organizing Group events, including regular meetings and morale-boosting activities, ensuring all supplies and refreshments are accounted for.
  • Tracking Group achievements, appointments, publications, and project updates, and creating presentations summarizing these updates for Group Meetings.
  • Drafting documentation and correspondence, reviewing, editing, and processing memos, reports, and presentations to ensure quality, organized archival, and compliance with security procedures.
  • Creating charts and graphics using Excel, PowerPoint, and other software applications as needed.
  • Taking the initiative to develop and implement new procedures and tools to enhance communication and operational functions within the Group.
  • Maintaining Group information, training logs, and reporting logs for compliance and auditing purposes, as well as organizational charts and other procurement reporting requirements.
Providing Group Support & Facilitation Excellence:
  • Leading a wide range of administrative duties and operational tasks across the Group, supporting a team of over 80 staff members dedicated to managing the Lab's procurement needs.
  • Serving as the group expert on APL Practices and Procedures to ensure coordination among staff. Proactively identifying opportunities to enhance the group's efficiency and productivity through improved administrative procedures.
  • Participating in the hiring, onboarding, and offboarding processes, managing materials, and coordinating arrival and departure activities.
  • Providing administrative assistance for routine requests from office staff.
  • Assisting staff with travel arrangements, completing Travel Authorization Forms, and processing Travel Expense Statements, including routing for signatures.
  • Ensuring timely reimbursements for all travel and miscellaneous expenses.
  • Fostering a positive and collaborative team environment within the Group.
  • Assisting in resolving procedural inquiries and challenges related to practices and procedures.
  • Providing operational support and actively contributing to team-level, department-level, and Lab-level initiatives and committees.
  • Facilitating a collaborative partnership with the administrative team across the Business, Construction, and Facilities Department (BCFD) and peers across APL to enhance the impact of the administrative role and build lasting relationships.
Qualifications

You meet our minimum qualifications for the job if you...
  • Have 5+ years of experience in a formal administrative or office assistant role.
  • Possess excellent organizational, diplomatic, time-management, communication (both oral and written), and interpersonal skills; able to interface professionally with all staff levels and external representatives.
  • Exhibit strong motivation to meet organizational needs and proactively seek additional responsibilities.
  • Demonstrate initiative, interest in skill development, and flexibility to accept varied assignments while effectively organizing and reprioritizing tasks as needed.
  • Show ability to adapt and grow within an evolving organization.
  • Are comfortable in a dynamic environment, capable of prioritizing a continuous workflow with frequent interruptions, and able to work independently while seeking guidance when necessary.
  • Have a strong commitment to detail, follow-up, and follow-through, along with strong proofreading/editing and file management skills.
  • Can handle sensitive personnel information and organizational data with a high degree of professionalism and confidentiality.
  • Are proficient in Microsoft Suite (Outlook, Word, Excel, and PowerPoint) and SharePoint.
  • Can independently analyze, summarize, and make recommendations on processes, procedures, and project-related activities.
  • Have the ability to collaboratively identify and resolve complex administrative issues using internal or external resources.
  • Exhibit a strong sense of urgency, adaptability, flexibility, and resourcefulness.
  • Demonstrate the ability to quickly learn internal systems and possess a curious mindset with a desire to continue developing new skills as job demands evolve.
You'll go above and beyond our minimum requirements if you...
  • Hold an Associate's degree or higher (in English, Communication, Business, or Liberal Arts).
  • Have knowledge of BCFD department operations.
  • Possess experience with BCFD and/or APL policies, practices, and procedures, including conference room arrangements, travel arrangements, p-card purchasing, security, and property administration.
  • Are proficient in EBSS and familiar with Data Warehouse, ADDIT, and RMIS.
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 truly sets us apart 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 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.

About Us

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 the inclusion of new ideas. We are dedicated to ensuring that everyone's voice is heard, empowering us to be bold, achieve great things, and make a positive impact.

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