Aerospace Mechanical Group Administrative Assistant

$38,168 - $79,352/Yr

Johns Hopkins Applied Physics Lab - Laurel, MD

Full-time - Entry Level

Laurel, MD

Professional, Scientific, and Technical Services

About the position

The Aerospace Mechanical Group Administrative Assistant at Johns Hopkins Applied Physics Laboratory (APL) plays a crucial role in providing administrative support to the Space Exploration Sector (SES). This position involves assisting group leadership in managing a team of 75 technical professionals and 4 support staff, ensuring efficient operations and communication within the group. The Administrative Assistant will handle various administrative tasks, maintain organized records, and support the implementation of policies and procedures, contributing to the success of innovative projects in spacecraft and science instrument systems.

Responsibilities

• Keep detailed, organized records of purchase receipts, personnel documents, facility changes, and policy updates.
• Maintain organization of group shared drive, Wiki page, and other digital communications efforts.
• Advise the group about, and support implementation of, relevant laboratory, sector, branch, and group policies and procedures.
• Proactively advise the Group Supervisor (GS) and Assistant Group Supervisors (AGS) of issues requiring their attention.
• Seek opportunities to improve group efficiency and productivity by identifying and implementing new or improved administrative procedures.
• Communicate and collaborate effectively with administrators in other APL units at all levels, providing backup support as needed.
• Assist staff with travel arrangements, preparing travel expense reports, and serving as a proxy for staff time-sheet entry.
• Process and fulfill staff requests for purchases of equipment and supplies, reconcile procurement card reports, and process staff expense reimbursements.
• Track expenditures for overhead and capital budgets, maintaining detailed records of purchases and communicating with APL central procurement and financial managers.
• Ensure proper operation of office equipment and maintain office supply levels.
• Prepare and submit maintenance work requests for repairs, installations, and furniture moves.
• Coordinate office moves and handle general troubleshooting and queries.
• Assist staff with preparation and publication of technical memos and materials for meetings and training sessions.
• Record and document meeting minutes and help maintain the group's collaboration site.
• Prepare for new hires including office space, furniture, computer, phone service, and supplies.
• Assist with welcome, orientation, and onboarding of new staff.
• Prepare for staff departures including retrieval of property and confirmation of completion of termination checklist.
• Assist with preparation and posting of job requisitions, reviewing/tracking resumes and candidates, and scheduling job interviews.
• Coordinate scheduling for internal and external meeting attendees, send invitations, and track responses.
• Assist with planning and execution of special in-person and virtual morale events.
• Serve as Group Training Coordinator, assigning training documents to new hires and tracking training progress.
• Assist staff with storage, scanning, destruction, and transmittal of unclassified materials.
• Assist the Group Security Representative with maintaining a secure work environment and preparing for security inspections.

Requirements

• High school diploma or equivalent with three or more years of relevant administrative experience.
• Proficient in Microsoft Office suite (Outlook, Word, Excel, PowerPoint) and Adobe Acrobat Pro.
• Strong verbal, written, and interpersonal communication skills.
• Ability to interact effectively with all levels of staff and work independently as well as part of a team.
• Strong time management and organizational skills with the ability to multi-task and prioritize effectively.
• Willingness to work irregular hours to meet business needs.
• Ability to obtain Secret level security clearance.

Nice-to-haves

• Associate's degree in a relevant field.
• Previous administrative experience within APL and familiarity with APL organization, staff, sponsors, and programs.
• Familiarity with APL policies, practices, and procedures, including travel, reimbursements, purchasing, budgeting, and security.
• Proficiency in APL enterprise administration systems such as EBSS, Ebuy, LMS, MMS, PEMS, ADDIT, and iCIMS recruiting system.
• Active DoD Secret clearance.

Benefits

• Travel reimbursement
• Disability insurance
• Health insurance
• Dental insurance
• Flexible spending account
• Tuition reimbursement
• Paid time off
• Vision insurance
• Life insurance
• Retirement plan