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Procurement Support 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 others and delivering efficient, innovative, and comprehensive solutions?

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

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 essential for the operations and missions of APL. We are looking for a proactive individual who can provide impactful administrative and operational support to ensure the smooth functioning of the Procurement Group. You will play a vital role in assisting senior leadership and contributing to the success and development of the Procurement Group. You will collaborate with a dedicated team of procurement and contract professionals to support the Lab's supply chain framework while actively participating in team execution, communication, and knowledge management.

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

Leadership Support:
  • Managing the calendars of Group and Assistant Group Supervisors, resolving scheduling conflicts independently to enhance efficiency.
  • Preparing documentation and liaising with internal and external personnel to coordinate meetings and presentations.
  • Organizing meetings and conferences, including securing venues, setting up audio/visual equipment, and managing visitor access.
  • Planning and organizing Group events, ensuring all supplies and resources are accounted for.
  • Tracking Group achievements, updates, and preparing materials for meetings.
  • Drafting and processing memos, reports, and presentations, ensuring high standards of editorial quality and compliance with security protocols.
  • Creating visual aids using Excel, PowerPoint, and other software as required.
  • Initiating and implementing 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:
  • Overseeing a variety of administrative tasks across the Group, supporting a team of over 80 professionals dedicated to procurement.
  • Serving as the group expert on APL Practices and Procedures to ensure coordination and efficiency.
  • Assisting in the hiring, onboarding, and offboarding processes.
  • Providing administrative support for routine office requests.
  • Coordinating travel arrangements and processing travel-related documentation.
  • Ensuring timely reimbursements for travel and other expenses.
  • Fostering a positive team environment within the Group.
  • Addressing procedural inquiries and challenges related to administrative practices.
  • Providing operational support and participating in various teams and initiatives at the Lab level.
  • Collaborating with administrative teams across the organization to enhance the impact of administrative roles.
Qualifications:

You meet our minimum qualifications for the position if you...
  • Possess 5+ years of experience in an administrative or office support role.
  • Exhibit excellent organizational, communication, and interpersonal skills, with the ability to engage professionally with all levels of staff.
  • Demonstrate a strong motivation to meet organizational needs and proactively seek additional responsibilities.
  • Show initiative and flexibility in managing varied assignments and adapting to changing priorities.
  • Exhibit a commitment to detail and confidentiality in handling sensitive information.
  • Are proficient in Microsoft Office Suite and SharePoint.
  • Can independently analyze and recommend improvements to processes and procedures.
  • Possess a strong sense of urgency and resourcefulness.
  • Are eager to learn and develop new skills as required by the role.
You will exceed our minimum requirements if you...
  • Hold an Associate's degree or higher in a relevant field.
  • Have knowledge of BCFD department operations.
  • Possess experience with APL policies and procedures related to procurement.
  • Are familiar with internal systems and data management tools.
Why work at APL?

At Johns Hopkins University Applied Physics Laboratory, we are dedicated to addressing critical challenges in defense, security, space, and science. Our vibrant culture encourages creativity and collaboration, allowing you to bring your authentic self to work. We offer competitive benefits, including education assistance, retirement contributions, and a focus on work/life balance.

About Us

APL is an Equal Opportunity/Affirmative Action employer. We are committed to fostering an inclusive environment that values diversity and encourages innovative ideas. If you require accommodations during the hiring process, please reach out to us. We believe that by amplifying every voice, we can achieve remarkable outcomes.