Description Do you love to organize, facilitate, and provide administrative and operational support? Are you searching for important (sometimes even fun) work in a space operations organization? 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 our Group in the Space Exploration Sector to be part of the Group Office and support the Group Supervisor (GS) and Assistant Group Supervisor (AGS) with the management and administration of a group of more than 40 space operations professionals. The SIO Group’s core purpose is to provide innovative space mission operations services to advance scientific discovery and protect our Nation. It is made up of mission-oriented team members that work across all phases of our missions and contribute greatly to both the Civilian and National Security Space Mission Areas in a face-paced environment. As a member of our team, you'll contribute to our team's success in delivering valuable mission operations services to keep some our Nation's most important space-based assets healthy and productive. We are passionate about the wide-range of Mission Operations services we provide. As an SIO Administrative Assistant you will ... • Assist staff with travel arrangements, preparing travel expense reports, and serving as a proxy for staff time-sheet entry. • Process staff expense reimbursements for travel and local transportation, process and fulfill staff purchase requisitions, purchases of equipment and supplies, reconcile procurement card reports, education and training activities, equipment purchases, etc. • Provide property management as needed • Requisition of funds from appropriate programs to support Verizon (or current vendor) phone service, paying off the phone invoices and tracking of funds • Keep detailed, organized records of purchase receipts, personnel documents, facility changes, policy updates, etc. Maintain organization of group share drive, SharePoint pages, and other digital communications efforts. • Track expenditures for overhead and capital budgets, following annual budgetary allocations, maintaining detailed records of purchases, and communicating with APL central procurement, financial managers, and external vendors. • Assist staff with arranging meetings and appointments. Identify and reserve conference rooms and facilities. Work with managers of special facilities to coordinate group events in Group facilities as needed. Coordinate scheduling for internal and external meeting attendees. Send invitations and track responses. Arrange for coffee, water, other beverages, and food as needed. • Ordering supplies for four kitchens in keeping with Sector guidelines • Inform the group about, and support implementation of, relevant laboratory, sector, branch, and group policies and procedures. Proactively inform the GS and AGS of issues requiring their attention. • Seek opportunities to improve group efficiency and productivity by identifying and implementing new or improved administrative procedures, including the incorporation of standard processes shared by administrators in other units. Communicate and collaborate effectively, as needed, with administrators in other APL units at all levels, including providing backup support. • Coordinate ESD certification for the spacecraft hardware simulators • Assist staff with preparation and publication of technical documents. Assist staff with preparation, presentation, and distribution of materials for meetings and training sessions. Perform reviewing, proofreading, editing, routing, tracking, and filing of formal documentation, to include organizing and maintaining web-based documentation repositories. • Provide support to mission operations staff during critical events. This could include providing food, off-nominal work hours, film crew coordination, etc. • Create and maintain the Group organizational chart and create or contribute to other group documentation and communications • Ensure proper operation of office equipment (e.g., copier/printer). Maintain appropriate office supply levels, send and receive shipments, US mail, and internal mail, arrange IT support as needed. Prepare and submit maintenance work requests for repairs, installations, furniture moves, etc. Coordinate office moves and proactively handle general troubleshooting and queries. Submit surplus requests for any unused and unnecessary equipment or supplies. • 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. • Serve as liaison for interns, providing equipment and ensuring office space setup is complete. • Serve as Group Training Coordinator, sending training reminders to individuals, registering staff for required safety and instructor-led trainings, running reports to track training progress, and liaising with Department Training Coordinator to address any training issues or concerns. • Work with APL security to send and confirm requests for group visitors, coordinate tours of SIO facilities and maintain database of tours • Assist with planning and execution of special events, including arrangement and delivery of food and beverages. Assist with sending congratulations and condolences to staff on life events with cards, flowers, or other appropriate means. • The expectation for this position is to be onsite five days a week during regular business hours, not including PTO. • Backup Branch Administrative support as required ... Qualifications You meet our minimum qualifications for the job if you... High school diploma or equivalent and at least 3 years of relevant experience Strong communication skills (oral and written) Excellent interpersonal skills Demonstrated proficiency with Microsoft office Experience working in an environment tracking workflows, such as action items, property management, or purchases Excellent planning and scheduling skills Dependable and professional Are able to obtain a 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. You'll go above and beyond our minimum requirements if you... Hold an active Secret security clearance. Knowledge of RMIS, PEMS, EBSS. Knowledge of Space Exploration Sector and APL practices and procedures. Demonstrated ability to work with a large number of dedicated professionals Why work at APL? 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 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 campus is located in the Baltimore-Washington metro area. Learn more about our career opportunities at http://www.jhuapl.edu/careers. #LI-KW1 #LI-AG1 About Us APL is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, creed, color, religion, sex, gender identity or expression, sexual orientation, national origin, age, physical or mental disability, genetic information, veteran status, occupation, marital or familial status, political opinion, personal appearance, or any other characteristic protected by applicable law. APL is committed to promoting an innovative environment that embraces diversity, encourages creativity, and supports inclusion of new ideas. In doing so, we are committed to providing reasonable accommodation to individuals of all abilities, including those with disabilities. If you require a reasonable accommodation to participate in any part of the hiring process, please contact Accommodations@jhuapl.edu. Only by ensuring that everyone’s voice is heard are we empowered to be bold, do great things, and make the world a better place. The referenced pay range is based on JHU APL’s good faith belief at the time of posting. Actual compensation may vary based on factors such as geographic location, work experience, market conditions, education/training and skill level with consideration for internal parity. For salaried employees scheduled to work less than 40 hours per week, annual salary will be prorated based on the number of hours worked. APL may offer bonuses or other forms of compensation per internal policy and/or contractual designation. Additional compensation may be provided in the form of a sign-on bonus, relocation benefits, locality allowance or discretionary payments for exceptional performance. APL provides eligible staff with a comprehensive benefits package including retirement plans, paid time off, medical, dental, vision, life insurance, short-term disability, long-term disability, flexible spending accounts, education assistance, and training and development. Applications are accepted on a rolling basis. Minimum Rate $23.50 Hourly Maximum Rate $43.40 Hourly