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

Are you searching for significant work in various 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 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.

As an SRI Administrative Assistant you will...

• Track overhead and capital expenditures, staff clearance status, new educational degrees, new publications, and new intellectual property disclosures. Prepare and update spreadsheets and interface with APL enterprise administration systems such as RMIS, MINK, and EBSS. 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 best practices 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.
• 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, process staff expense reimbursements for travel, local transportation, education and training activities, equipment purchases, etc.
• 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.
• Assist staff with preparation and publication of technical memorandum. 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. Write letters and emails on behalf of staff 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. Interface with APL's Taleo recruiting system.
• Assist staff with arranging meetings and appointments. Identify and reserve conference rooms and facilities. Reserve conference rooms as needed. Work with managers of special facilities to coordinate group events in their 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.
• Assist with planning and execution of special in-person and virtual morale 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.
• Assist staff with storage, scanning, destruction, and transmittal of classified materials (i.e., via appropriate, secure channels and/or the APL Document Control Center). Assist the Group Security Representative with maintaining a secure work environment, security training, and preparation for security inspections.
• Meet visitors and interview candidates at APL entrances and escort them to meeting rooms.
• Work with APL security to send and confirm visit requests and security clearances for meetings at government and contractor facilities and to facilitate requests for government and contractor facility access and badges.

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.