Group Administrator

4 weeks ago

Laurel, Mississippi, United States The Johns Hopkins University Applied Physics Laboratory Full time

About the Role:

We are seeking a highly skilled and organized Group Administrator to join our team at The Johns Hopkins University Applied Physics Laboratory. As a Group Administrator, you will be responsible for providing exceptional administrative and operational support to our Research & Exploratory Development Department.

Key Responsibilities:

  • Manage Group Supervisor's calendars, independently resolving conflicts and increasing efficiency and flow of their schedules.
  • Assist the Group Supervisor in compiling and analyzing capital and overhead plans for their organization.
  • Develop and maintain spreadsheets, summary reports, and/or graphs to manage staffing, financial, and budgetary data.
  • Track budget requests, allocations, and expenses, as well as assist in analysis of charging statistics.
  • Collect and input staff plans into planning system. Help with office and laboratory space planning and coordinate Group office moves.
  • Work with staff to arrange their travel, complete Travel Authorization Forms, and complete Travel Expense Statements, to include routing for signatures.
  • Process timely reimbursements for all travel and miscellaneous expenses.
  • Coordinate meetings and conferences by securing room location, setting up Audio/Visual accessories in meeting rooms, advising visitor control/security of external visitors, and escorting visitors.
  • Maintain and publish minutes and action items as required.
  • Plan and prepare for Group events, to include recurring meetings and morale events, accounting for all supplies, resources, and refreshments.
  • Track Group news of awards, appointments, publications, and project updates and build slides or handouts for Group Meetings summarizing updates.
  • Provide backup support to other REDD administrators during absences.
  • Prepare draft documentation and correspondence. Review, edit, and process memos, reports, and presentations, ensuring editorial excellence, reference management, organized archival and review for public release, and security procedures.
  • Reproduce, route, and distribute to appropriate recipients.
  • Create charts/graphics using Excel, Power Point, and other software applications as needed.
  • Take initiative in developing and implementing new procedures, practices, and associated tools to improve communication and other functions within Group.
  • Provide and facilitate a positive and a pleasant team environment within the Group.
  • Interface and provide liaison with the government sponsors and other external representatives, APL management, and other APL staff.
  • Help resolve procedural questions and problems related to practices and procedures and assist other REDD support staff as needed.

Requirements:

  • High school diploma or equivalent and 2+ years of relevant experience.
  • Skilled in the use of desktop computer applications, including Microsoft Office applications such as Outlook, Word, PowerPoint, and Excel, as well as accessing Laboratory databases via the network.
  • Ability to practice professionalism and discretion with group administrative and other matters.
  • Demonstrate record of taking initiative and willingness to project a positive work demeanor with professional and support staff.
  • Ability to handle a variety of routine-to-more-complex problems with minimal assistance, and possess the capacity to organize and reprioritize work assignments to meet evolving needs.
  • Ability to develop and assess alternative approaches and to solve routine problems in a different, more efficient way.
  • Ability to grow and change with an evolving organization.
  • Excellent interpersonal, organizational, communication (written and verbal), and proofreading skills.
  • Ability to maintain efficiency in a flexible work environment whether that is working in the office or at home.
  • Ability to obtain a Secret security clearance.

Preferred Qualifications:

  • Experience in APL practices and procedures, security procedures, and experience facilitating hybrid meetings.
  • Knowledge of Research and Exploratory Development Department procedures and operations, and familiarity with APL business systems.
  • Experience in coordinating the activities of multiple groups and in developing and monitoring security procedures.
  • Independent problem-solving capability.

About Us:

The Johns Hopkins University Applied Physics Laboratory 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.

We are 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 us.

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.

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