Group Administrative Assistant; Part Time

Description

Are you an excellent communicator who thrives by enabling fast-paced technical teams? Are you organized, self-driven, and passionate about the future of national security? If so, we're looking for someone like you to join our Distributed Tactical Awareness and Decision-Making group at APL.

We are seeking an office administrator to manage, support, and evolve our team’s operations, facilities, and security needs. This is a part-time position (approximately 24-hours per week) with flexibility to evolve into a full-time role. Our multi-disciplinary team consists of engineers, physicists, computer scientists, data analysts, mathematicians, and others who spend their days designing the missile defense systems of tomorrow and working to improve current-day systems.

With us, you will be part of a team that develops solutions to revolutionize warfighter-augmenting capabilities.

• Operations Management
• Fill the role of group expert on APL Practices and Procedures to keep the group and staff coordinated
• Proactively identify opportunities to improve our processes and work with leadership to execute them
• Maintain the group org chart, phone list, and emergency contact list
• Participate in hiring/onboarding/offboarding staff through materials management as well as coordinating arrival/departure
• Actively participate in group operations and strategy meetings contributing ideas for improvement
• Enter data into APL systems to ensure staff are represented appropriately
• Help coordinate social activities for the group
• Security Management
• Fill the role of group security representative as the focal point in preparation for security inspections in collaboration with APL/AMDS security team
• Manage special area access, safes and safe contents, and security audits/inspection
• Attend security meetings and training and provide security resources
• Manage data transfers, data shipment, and transmittal of classified materials
• Escort facilities and housekeeping staff as needed in special access areas
• Assist with training of new staff members on security
• Meetings and Scheduling
• Procure meeting rooms, manage the supervisor’s schedule, coordinate visitor access, parking, and refreshments
• Travel
• Assist with travel policy, reimbursements, and sending clearances
• Coordinate between staff and Travel Accounting
• Property Management
• Purchase group supplies, furniture, software, hardware, staff computers, phones, etc. and maintain logs
• Manage and support delivery and audit of purchased items
• Order and coordinate maintenance for printers, scanners, shredders, and other office equipment
• Manage removal/disposal of no longer needed items
• Space/Office Management
• Coordinate staff office moves, office maintenance, furniture orders and placement, electronics ordering, and port activation
• Assist with coordination of cleaning, painting, outfitting, and access to all offices, work areas, including special access areas in the group
• Documentation Management
• Support preparation and review of formal administrative and technical documentation
• Maintain a repository of group documents, including group mission, organizational structure, demographics, major projects, training and onboarding materials, office move processes, etc.
• Coordinate with the Communications Department to facilitate document preparation and printing
• Ensure timely routing and distribution of documents and mail
• Organize and maintain group web resources (Box drive, wiki, Slack, etc.), updating regularly and adding new information as needed

You meet our minimum qualifications for the job if you...

• Possess an Associate’s degree in any field and/or four years of recent and growing responsibility as a secretary, office administrator and/or other related administrative support roles.
• Possess excellent attention to detail and organization with demonstrated ability to be efficient in a fast-paced environment
• Are a phenomenal teammate with strong written and verbal communication skills - This includes the ability to recognize and correct grammar, spelling, punctuation, and logical organization errors in written correspondence.
• Are driven to work both in a proactive and independent fashion, and as…