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Supply Chain Administrative Specialist

2 months ago

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


Are you committed to supporting a dynamic team?

Do you thrive on anticipating the needs of a fast-paced environment and delivering effective, innovative, and comprehensive solutions?

Are you eager 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 facilitate the operations of APL and its missions. We are in search of a proactive, self-motivated individual to provide impactful administrative and operational support that guarantees the smooth functioning of the Procurement Group. You will play a vital role in assisting the group's senior leadership and contributing to the success and growth of the Procurement Group. You will be part of a dedicated team of procurement and contract professionals supporting the Lab's supply chain framework and actively participating in the team's execution, communication, and knowledge management.

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

Leadership Support:
  • Overseeing the calendars of Group and Assistant Group Supervisors, resolving scheduling conflicts independently to enhance efficiency.
  • Preparing documentation, engaging with internal and external personnel, and coordinating meetings and presentations.
  • Arranging meetings and conferences by securing venues, setting up audio/visual equipment, managing visitor access, and maintaining minutes and action items as required.
  • Planning and organizing Group events, including regular meetings and morale-boosting activities, ensuring all supplies and resources are accounted for.
  • Tracking Group achievements, including awards and project updates, and creating presentations for Group Meetings summarizing these updates.
  • Drafting documentation and correspondence, ensuring editorial excellence and compliance with security procedures.
  • Utilizing software applications to create charts and graphics as needed.
  • Taking initiative to develop and implement new procedures to enhance communication and operational functions within the Group.
  • Maintaining logs for compliance and auditing, including training records and organizational charts.
Group Support & Facilitation Excellence:
  • Managing a wide range of administrative duties and operational tasks across the Group, supporting a team of over 80 staff members dedicated to procurement needs.
  • Serving as the group's expert on APL Practices and Procedures to ensure coordination among staff.
  • Participating in the hiring, onboarding, and offboarding processes, coordinating arrival and departure activities.
  • Providing administrative assistance for routine office requests.
  • Coordinating travel arrangements for staff, including completing Travel Authorization Forms and Expense Statements.
  • Processing reimbursements for travel and miscellaneous expenses in a timely manner.
  • Fostering a positive team environment within the Group.
  • Assisting in resolving procedural inquiries related to practices and procedures.
  • Providing operational support and contributing to team-level, department-level, and Lab-level initiatives.
  • Facilitating collaboration with the administrative team across the Business, Construction, and Facilities Department (BCFD) to enhance the impact of the administrative role.
Qualifications

You meet our minimum qualifications for the role if you...
  • Possess 5+ years of experience in a formal administrative or office assistant position.
  • Exhibit excellent organizational, diplomatic, time-management, communication (both oral and written), and interpersonal skills.
  • Demonstrate a strong motivation to meet organizational needs and proactively seek additional responsibilities.
  • Show initiative, interest in skill development, and the flexibility to manage diverse assignments.
  • Display the ability to adapt and grow within an evolving organization.
  • Are comfortable in a dynamic environment, capable of prioritizing tasks amidst frequent interruptions.
  • Exhibit a strong commitment to detail, follow-up, and follow-through.
  • Possess the ability to handle sensitive information with professionalism and confidentiality.
  • Are proficient in Microsoft Suite (Outlook, Word, Excel, and PowerPoint) and SharePoint.
  • Can independently analyze, summarize, and make recommendations on processes and procedures.
  • Can identify and resolve complex administrative issues collaboratively.
  • Exhibit a strong sense of urgency, adaptability, and resourcefulness.
  • Demonstrate a willingness to learn internal systems and develop new skills as required.
You will exceed our minimum requirements if you...
  • Hold an Associate's degree or higher in fields such as English, Communication, Business, or Liberal Arts.
  • Have knowledge of BCFD department operations.
  • Possess experience with APL policies and procedures, including conference room arrangements and travel logistics.
  • Are proficient in EBSS and familiar with Data Warehouse, ADDIT, and RMIS.
Why work at APL?

At the Johns Hopkins University Applied Physics Laboratory (APL), we bring world-class expertise to our nation's most critical defense, security, space, and science challenges. Our culture sets us apart; we offer a vibrant and welcoming atmosphere where you can be your authentic self, continue to grow, and build strong connections with inspiring colleagues.

At APL, we celebrate diversity and encourage creativity and innovative ideas. Our employees enjoy generous benefits, including a robust education assistance program, exceptional 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 fostering an innovative environment that embraces diversity, encourages creativity, and supports the inclusion of new ideas. We are dedicated to providing reasonable accommodations to individuals of all abilities, including those with disabilities.