Administrative Assistant

Do you love to organize, facilitate, and provide administrative and operational support?

Do you love to organize, facilitate, and provide administrative and operational support?

Are you searching for a job where you can make a significant impact in research and operational fields?

Are you passionate about working in a fast-paced, dynamic environment?

Do you like contributing to the overall success of an organization?

If so, we 're looking for someone like you to join our team at APL!

We are seeking an Administrative Assistant for the Space Science Instrumentation Group (SRI) in the Space Exploration Sector (SES), who will support the Group Supervisor (GS) and Assistant Group Supervisor (AGS) with the management and administration of a group of 50-60 technical professionals. The SRI group builds space flight instrumentation that produces data for scientific research. As the Administrative Assistant for SRI, you will assist group leadership with all aspects of group management.

• Track overhead and capital expenditures. Prepare and update spreadsheets to keep an up-to-date log of committed funds. Reconcile transactions and maintain a log of commitments compared to reconciliations and the differences between them for various funding allocations.
• Process and fulfill staff requests for purchases of equipment and supplies, reconcile procurement card reports in a timely manner, process staff expense reimburements for travel, local transportation, education and training activities, equipment purchases, etc.
• Serve as the Tier 3.5 Administrator with advanced purchasing responsibilities for export controlled hardware from approved vendors. Ensure purchases adhere to APL Tier 3.5 purchasing policies and procedures, coordinate required approvals between project leadership and ITCO (APL Trade and Compliance), and proactively engage BCFD and ITCO to resolve questions and ensure compliant purchasing practices. Maintain a group wiki page on current policies and associated information
• Track the training requirements and certifications of group staff to ensure participants complete training on time and remain compliant with organizational requirements, including running reports in learning management system (LMS) and using the data to remind staff of upcoming or delinquent training, and running analytical reports for supervisors.
• Assist staff with logistical work functions, including travel arrangements and expense reports, preparation and publication of technical memorandum, facility and meeting room coordination, and other administrative needs.
• Assist with planning and execution of special in-person events such as group morale events and external facing celebrations and science conferences hosted at APL.

You meet the minimum requirements of this position if you...

• Possess a High School diploma or equivalent, with three or more years of relevant work experience in any field.
• Are proficient in the Microsoft Office suite of software tools specifically:
  Outlook, Word, Excel, and PowerPoint.
• Possess strong verbal, written, and interpersonal communication skills, with the ability to interact effectively with all levels of staff, work independently and as part of a team, and proactively work to solve problems.
• Are committed to helping others and the organization achieve organizational goals.
• Demonstrate a work ethic that includes being a self-starter, paying attention to detail, and using discretion and good judgment.
• Have strong time management, work organization, and planning skills with the ability to multi-task and prioritize effectively.
• Willing and able to occasionally work irregular hours to meet the business need of the group.
• Can obtain a Top Secret security 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.

• Possess an Associate's degree in a relevant field.
• Have previous administrative experience.
• Have previous experience within APL and are familiar with the APL organization, staff, sponsors, and programs.
• Have familiarity with APL policies, practices, and procedures, including travel, purchasing, budgeting, and security. Are proficient in APL enterprise administration systems such as Enterprise Business Support System (EBSS), Resource and Management…