Administrative Assistant National Security Space

Overview

Do you desire important work that enables our teams to provide impact to government sponsors? Do you thrive in a dynamic, team-based environment that involves multi-tasking and thinking on your feet? Are you a superb, results-oriented worker with a positive attitude and a real passion for helping others? If so, we're looking for someone like you to join our team at APL.

As the Space Future Capabilities Program Area Office Administrator, you will provide administrative and programmatic support for the Space Future Capabilities Program Area Manager (PAM) and Program Managers (PMs). In this role, you will be part of a multi-disciplinary team pursuing ground breaking solutions for complex national security space challenges. You will play an active role in team communications, administration, and knowledge management.

• Play an integral role in strategic and operational duties for all program/project planning efforts within the Space Future Capabilities Program Area;
  Communicate with sponsors and government counterparts to schedule classified conferences, workshops, and conference participation.
• Lead all of the planning, logistics, and execution for routine sponsor meetings, CVTCs, and large sponsor conferences and symposia (i.e., schedule room, food, track clearances, draft agendas, assemble briefs, push slides, etc.);
  Serve as a meeting facilitator adjusting to dynamic events, taking notes, and compiling action items.
• Provide calendar and scheduling support for the Space Future Capabilities Program Area Manager, Program Managers and program teams.
• Assist in the compilation of various data calls for the Program Area Manager (PAM) and PMs, and manage and track task execution;
  Coordinate internal program reviews, working closely with the Program Managers (PMs) and the Program Area Operations Analysts;
  Assist with other program documents and templates as required;
  Proofread and format documents and presentations at the request of the PAM and PMs.
• Lead the management of the program office to include purchasing and reconciling equipment, materials, and supplies; booking travel and processing travel reimbursements; lead property audits as the group property administrator; build shipping authorizations; organize group morale events and take the lead in contributing to a positive team environment and culture.
• Contribute to program security processes and serve as the group security rep to ensure all relevant procedures are followed for the safe handling of classified information.
• Perform other duties as assigned to include assisting the Program Coordinators in identifying, implementing and ensuring compliance with Quality Management System (QMS), data archival procedures and Security Assurance processes relevant to Program Area's work.
• Take on other tasks as needed, ensuring the operational success of the Mission Area.
• Collaborate with branch and cross sector administration teams to enhance productivity and effectiveness to streamline and innovate administrative processes.

• Have an Associate's degree, OR equivalent level of relevant experience.
• Have at least five years of relevant administrative/programmatic support experience.
• Have a proven ability to work on complex and multiple administrative and program tasks independently with little supervision, and willingness to take on additional work and challenges and develop new skills.
• Are proficient in the MS Office suite in order to produce high-quality documents, spreadsheets and presentations.
• Are capable of demonstrating independent judgment, interacting and communicating effectively with group and program supervisors, leadership, and external contractors and sponsors. Proactively initiate, manage, and lead program area tasking.
• Have strong attention to detail with excellent written and oral communication skills.
• Can pro-actively forecast, initiate, manage, and lead program area tasking.
• Can support occasional irregular working hours, willing to work in closed areas as needed and travel as needed to meet emergent needs.
• Are able to obtain a TS/SCI level security clearance. If selected, you will be subject to a government security…