Administrative Assistant

Description

Do you enjoy working with people in a dynamic business setting? Are you organized and motivated to help others stay on top of milestones and deadlines? If so, we're looking for someone like you to join our team at APL! We are seeking a Group Administrative Assistant to help us coordinate office management tasks and independently perform routine functions. We strive to foster an environment of collaboration and respect for all.

As a team member, you will contribute to the day‑to‑day operations of a group with more than 70 staff members.

• Assist staff with essential business processes and work independently to accomplish routine and ongoing tasks
• Coordinate travel arrangements and facilitate reimbursements
• Serve as main point of contact for purchasing IT equipment and office supplies utilizing APL Supplier Management process
• Set up shipping requests
• Provide general maintenance of printers and copiers, arranging for service as needed
• Serve as security representative, property administrator, and training coordinator
• Coordinate meetings, book conference rooms, work with visitor control to assist incoming visitors, provide assistance with presentations and managing sponsor interactions, assist with virtual meeting setup, plan and coordinate group events
• Serve as main point of contact for three meeting rooms, including the APL Concurrent Engineering (ACE) lab
• Assist group staff to submit procurement requisitions
• Assist with sending staff outgoing visitor clearance requests to sponsor sites
• Track telecom needs, including teleconferencing, Zoom setup, office/meeting room phones and cell phone needs
• Assist with interview schedules and new staff onboarding
• Assist group management with tracking training and recertification of group members
• Work on specific sponsor‑related tasks as needed
• Coordinate intern logistics each summer
• Stay up‑to‑date with Lab processes and procedures, and communicate important changes and security updates to staff
• Enjoy working as a team player to sustain a supportive and fun working environment and help find ways to make the group function more smoothly, efficiently, and provide access to information as needed

You meet our minimum qualifications for the job if you…

• Have an Associates or Bachelor's degree with 2 or more years’ administrative experience, or have a high school diploma or equivalent with a minimum of 4 or more years’ administrative experience
• Are proficient in MS Office Software (MS Word, PowerPoint, Excel)
• Have excellent interpersonal communication skills (written and verbal) and organizational skills
• Are able to prioritize and manage numerous tasks
• Can complete administrative tasks independently and proactively prepare for future tasks
• Are able to obtain Interim Secret level security clearance by your start date and can ultimately obtain a Top Secret/SCI clearance. If selected, you will be subject to a government security clearance investigation and must meet the requirements for access to classified information. Eligibility requirements include U.S. citizenship

• Comprehensive knowledge of APL practices and procedures, including travel, budgeting, purchasing, and security policies
• Experience at creating and giving presentations
• Hold an active Secret or Top Secret security clearance
• Can ultimately obtain a TS/SCI clearance

The Johns Hopkins University Applied Physics Laboratory (APL) brings world‑class expertise to our nation’s most critical defense, security, space and science challenges. While we are dedicated to solving complex challenges and pioneering new technologies, what makes us truly outstanding is our culture. We offer a vibrant, welcoming atmosphere where you can bring your authentic self to work, continue to grow, and build strong connections with inspiring teammates.

At APL, we celebrate our differences of perspectives and encourage creativity and bold, new ideas. Our employees enjoy generous benefits, including a robust education assistance program, unparalleled retirement contributions, and a healthy work/life balance. APL’s…