Group Administrative Assistant at Top Secret Clearance Jobs

About the job Group Administrative Assistant

Top Secret Clearance Jobs is dedicated to helping those with the most exclusive security clearance find their next career opportunity and get interviews within 48 hours.

DescriptionAre you searching for meaningful work in various security and operational fields?

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

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

If so, we're looking for someone like you to join our team at APL! We are seeking a Group Administrator to help us manage day-to-day internal obligations. As a member of our team, you'll act and perform independently on all routine administrative matters for the Security Services Department. You will be joining a hardworking team dedicated to providing exceptional support across all operational functions. We are passionate about the work we do, and we strive to cultivate a highly collaborative, fulfilling, and lively environment.

As a Group Administrator, you will....

• Primarily provide outstanding administrative and operational support.
• Manage Group Supervisor's (and Assistant Group Supervisor's, if applicable) calendars, independently resolving conflicts when possible and increasing the efficiency and flow of their schedules.
• Assist the Group Supervisor and Assistant Group Supervisor in compiling and analyzing capital and overhead plans for their organization.
• Develop and maintain spreadsheets, summary reports, and/or graphs to manage staffing, financial, and budgetary data.
• Track budget requests, allocations, and expenses as well as assist in analysis of charging statistics.
• Collect and input staff plans into planning system. Help with office and laboratory space planning and coordinate Group office moves.
• Work with staff to arrange their travel, complete Travel Authorization Forms, and complete Travel Expense Statements, to include routing for signatures.
• Process timely reimbursements for all travel and miscellaneous expenses.
• Coordinate meetings and conferences by securing room location, setting upAudio/Visual accessories in meeting rooms, advising visitor control/security of external visitors, and escorting visitors. As required, maintain and publish minutes and action items.
• Plan and prepare for Group events, to include recurring meetings and morale events, accounting for all supplies, resources, and refreshments.
• Track Group news of awards, appointments, publications, and project updates and build slides or handouts for Group Meetings summarizing updates.
• On occasion, provide backup support to other SECD administrators during absences.
• Prepare draft documentation and correspondence. Review, edit, and process memos, reports, and presentations, ensuring editorial excellence, reference management, organized archival and review for public release, and security procedures. Reproduce, route, and distribute to appropriate recipients.
• Create charts/graphics using Excel, Power Point, and other software applications as needed.
• Take initiative in developing and implementing new procedures, practices, and associated tools to improve communication and other functions within Group.
• Provide and facilitate a positive and a pleasant team environment within the Group.
• Interface and provide liaison with the government sponsors and other external representatives, APL management, and other APL staff.
• Help resolve procedural questions and problems related to practices and procedures and assist other SECD support staff as needed.

QualificationsYou meet our minimum qualifications for the job if you...

• Have a high school diploma or equivalent and 5+ years of relevant experience.
• Are skilled in the use of desktop computer applications, including Microsoft Office applications such as Outlook, Word, PowerPoint, and Excel, as well as accessing Laboratory databases via the network.
• Are able to practice professionalism and discretion with group administrative and other matters.
• Demonstrate record of taking initiative and willingness to project a positive work demeanor with professional and support staff.
• Demonstrate the ability to handle a variety of routine-to-more-complex problems with minimal assistance, and possess the capacity to organize and reprioritize work assignments to meet evolving needs.
• Have the ability to develop and assess alternative approaches and to solve routine problems in a different, more efficient way.
• Demonstrate the ability to grow and change with an evolving organization.
• Possess excellent interpersonal, organizational, communication (written and verbal), and proofreading skills.
• Are able to maintain efficiency in a flexible work environment whether that is working in the office or at home.
• Are able to 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.

You'll go above and beyond our minimum requirements if you possess...

• Experience in APL practices and procedures, security procedures, and experience facilitating hybrid meetings.
• Knowledge of Security Services Department procedures and operations, and familiarity with APL business systems.
• Experience in coordinating the activities of multiple groups and in developing and monitoring security procedures.
• Independent problem-solving capability.

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.

About UsAPL 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$25.35 Hourly

Maximum Rate$41.45 Hourly