Job Description

Are you dedicated to helping people?

Do you enjoy anticipating the needs of a dynamic team and providing efficient, creative and comprehensive solutions?

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

Would you like to join a team that encourages knowledge sharing, continual learning, and personal growth?

If so, we're looking for someone like you to join our team at APL.

The BCFD Procurement Group purchases a wide variety of goods and services to support the entire operation of APL and its missions.  We are seeking a proactive, self-starter to provide high-impact administrative and operational support that ensures the seamless operations of the Procurement Group. You will be a key contributor supporting the group’s senior leadership as well as the success and growth of the Procurement Group. You'll be part of a dedicated team of procurement and contract professionals supporting the Lab's supply chain infrastructure and playing an active role in the team’s execution, communications and knowledge management.

As the Procurement Group Administrator, your primary responsibilities will include:

Providing Leadership Support by:

• Managing Group and Assistant Group Supervisors’ calendars, independently resolving conflicts when possible and increasing the efficiency and flow of their schedules.
• Preparing documents, interacting with internal and external staff, and administrative assistants to coordinate and prepare for a variety of meetings and presentations.
• Coordinate meetings and conferences by securing room location, setting up Audio/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.
• Tracking Group news of awards, appointments, publications, and project updates and building slides or handouts for Group Meetings summarizing updates.
• Preparing draft documentation and correspondence. Reviewing, editing, and processing memos, reports, and presentations, ensuring editorial excellence, reference management, organized archival and review for public release, and security procedures. Reproducing, routing, and distributing to appropriate recipients.
• Creating charts/graphics using Excel, Power Point, and other software applications as needed.
• Taking initiative in developing and implementing new procedures, practices, and associated tools to improve communication and other functions within Group.
• Maintaining Group information, training and reporting logs for compliance and auditing, Org Chart and other procurement reporting requirements as necessary.

Providing Group Support & Facilitation Excellence:

• Leading a broad range of administrative duties and operational tasking across the Group, supporting a team of over 80 staff members dedicated to managing the Lab’s procurement needs.
• Filling the role of group expert on APL Practices and Procedures to keep the group and staff coordinated. Proactively seek opportunities to improve the group's efficiency and productivity by identifying and implementing new/improved administrative procedures.
• Participate in hiring/onboarding/offboarding staff through materials management as well as coordinating arrival/departure activities.
• Providing administrative assistance to routine requests for office staff.
• Working with staff to arrange their travel, complete Travel Authorization Forms, and complete Travel Expense Statements, to include routing for signatures.
• Processing timely reimbursements for all travel and miscellaneous expenses.
• Providing and facilitate a positive and pleasant team environment within the Group.
• Helping resolve procedural questions and problems related to practices and procedures.
• Providing operational support and, at times, actively contribute to/participate in team-level, department-level and Lab-level teams, committees, and high-impact initiatives.
• Facilitate a collaborative partnership with the administrative team across the Business, Construction and Facilities Department (BCFD) as well as peers and partners across APL to elevate the impact of the administrative role and develop enduring/enabling relationships across APL.

You meet our minimum qualifications for the job if you…

• Have 5+ years of administrative/office experience
• Have excellent organization, tact, diplomacy, time-management, communication (oral and written), and interpersonal skills; an ability to interface professionally and effectively with all staff levels and representatives of external organizations.
• Have strong motivation to effectively meet organizational needs and proactively seek out opportunities for additional tasking.
• Have initiative, interest in skill development, and the flexibility to accept assignments of varied scope and skill and the capacity to organize and reprioritize work assignments to meet evolving needs.
• Demonstrate ability to grow and change with an evolving organization.
• Are comfortable working in a dynamic environment, capable of prioritizing a continuous workflow with frequent interruptions, working independently seeking guidance, as necessary.
• Have strong commitment to detail, follow-up, and follow-through. Possess strong proofreading/editing and file management skills.
• Have ability to handle sensitive personnel information and organizational data with a high degree of professional maturity and confidentiality.
• Are proficient in Microsoft Suite (Outlook, Word, Excel, and PowerPoint) and SharePoint
• Demonstrate the ability to independently analyze, summarize, and make recommendations on processes, procedures, and project-related activities.
• Demonstrate ability to independently and collaboratively identify and resolve complex administrative issues via internal or external resources.
• Have a strong sense of urgency, adaptability, flexibility, and resourcefulness.
• Demonstrate ability to quickly and comfortably learn internal systems, and curious-minded with a desire to continue to grow/develop new skills as the job demands.

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

• Have an Associates or higher-level degree (English, Communication, Business, Liberal Arts)
• Knowledge of BCFD department operations.
• Have experience in BCFD and/or APL policies, practices and procedures, including but not limited to making conference room arrangements, travel arrangements, p-card purchasing, security, and property administration.
• Are proficient in EBSS, and familiarity with Data Warehouse, ADDIT, and RMIS.

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.

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.

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