Office Administrator (Part-time)

About the position

We are seeking an experienced and personable Group Office Administrator to join our team of highly qualified staff members. As a Group Office Administrator you will primarily be supporting functions for Information Fusion and Artificial Intelligence (A4I) group in the Non-Kinetic Warfare Branch (A4), but may be called on to assist with other groups within the branch as needed. Please note: This is a part-time position, 20 hours a week.

Responsibilities

• Provide effective daily administrative and office manager support to 25+ staff members in A4I
• Prepare, file, and distribute classified and unclassified documents, monitor time cards and proxy entries as needed, and facilitate office moves
• Collect, organize, track and retain information in electronic format related to all group activities, including travel, purchases, and training
• Assist with on-boarding new staff with pre-start computer and furniture purchases and various first day orienting activities
• Prepare and process administrative documents in a timely manner, including purchase requisitions, clearance requests, travel authorization and expense statements
• Facilitate travel planning and arrange outgoing clearances for staff members
• Help schedule conference rooms and order food and drinks (as needed) for meetings hosted by group staff
• Assist group leadership with strategic planning and execution (action item tracking, etc.), data call management, and leadership schedules
• Using various APL financial tracking tools such as the Management Information Kiosk (MINK), prepare monthly reports detailing the groups' spending on various programs and budgets
• Assist with administrative needs in other groups on an as-needed-basis
• Serve as the Group Security Representative
• Attend CISSO training and meetings and communicate key points to staff
• Propose, implement and continually update effective management processes to streamline group security related needs, including creating and maintaining a classified electronic library
• Be available and willing to train to the role of Trusted Agent for downloads from a classified network (SIPRNET), as needed
• Provide new staff members with adequate security support and resources
• Track and ensure availability of most recent Classification Guides
• Proactively collaborate with APL and AMDS security representatives in preparation for security inspections
• Assist with hiring and onboarding new staff members
• Coordinate with group leadership in the recruitment, hiring, and on-boarding processes, including resume distribution, interfacing with Talent Services personnel, scheduling and coordinating interviews, and providing required data packages to interviewers
• Prepare office space for new employees by interfacing with office movers, furniture purchasing representatives, and coordinate with Information Technology System Department (ITSD) personnel for setup and delivery of computer systems
• Assist with various first-day orienting activities
• Serve as Property Associate and track group resources
• Track Unclassified computing lifecycle schedules and proactively note pending out of warranty equipment
• Maintain group supplies and special ordering as requested by staff
• Manage group credit card purchases
• Work with group staff members to track and schedule equipment calibration needs
• Submit surplus requests, internal office and equipment move requests and shipping authorizations

Requirements

• Have a High School diploma with a record of academic excellence
• Minimum of 5 years providing administrative support in a professional setting
• Have a high level of initiative and dependability
• Demonstrated ability in maintaining a pleasant and welcoming office environment and discretion when handling sensitive personnel information
• Ability to work in a changing environment and to maintain an efficient work flow amidst frequent interruptions
• Ability to work independently and to proactively prioritize multiple tasks, and to exercise good judgment in apportioning time and setting priorities
• Excellent communication skills (verbal and written) and ability to professionally interact with all staff levels and representatives of external organizations
• Strong computer skills and proficiency with handling data spreadsheets in Excel, and file creation and editing in Word and PowerPoint
• Are able to obtain a Secret level clearance

Nice-to-haves

• Hold a College degree
• Have a good working knowledge of APL policies and procedures
• Have technical writing and editing skills

Benefits

• Generous benefits, including a robust education assistance program
• Unparalleled retirement contributions
• Healthy work/life balance