Group Office Administrator

Are you a "finisher"? You don't just start tasks; you see them through with precision, and the idea of a missed deadline or an unorganized workflow genuinely bothers you.

Do you love the pace? You thrive when things are moving quickly and you're required to stay three steps ahead of the team.

Do you take ownership? You don't just "do" admin; you take pride in the quality of your output and the efficiency of the systems you manage.

Are you the Problem Solver? You enjoy serving as a central point of knowledge and a reliable resource for the team and like the 'detective work' of finding answers to complex or non-routine questions.

Are you a culture builder? You understand that even the most brilliant teams need a cohesive, high-morale environment to succeed, and you want to be the one who helps build it.

If so, we are looking for someone like you to join our team!

The System Definition & Validation Group (KBY) is a high-impact team within the Force Projection Sector at APL, focused on ensuring the delivery of ready, lethal, and effective weapon systems for strategic deterrence missions. Our work is defined by technical leadership and rigorous quality oversight. We are looking for a Group Administrative Assistant who thrives in this high-tempo environment-someone who takes immense pride in their work, masters complex processes, and provides the elite level of operational support required to help our technical experts achieve mission success.

As the KBY Group Administrator, you will...

Drive Operational Excellence

• Provide leadership support, including staffing activities and organizational reporting, management initiatives, and leadership communications.
• Direct group office operations, including the procurement and reconciliation of laboratory and office equipment, materials, and supplies.
• Orchestrate complex logistics, independently resolving issues related to shipping, staff travel, and coordination.
• Manage financial administration, ensuring the timely and accurate processing of staff travel and expense reimbursements.
• Lead property management, serving as the Group Property Administrator and spearheading regular property audits.
• Optimize technical infrastructure, managing telecom, teleconferencing, and office/meeting room setups to ensure seamless connectivity.
• Manage workspace and facility logistics by overseeing office moves, furniture requirements, and workspace setup for new employees, while providing proactive support to leadership on office space management.

Ensure Precision & Compliance

• Serve as the operational resource for group business processes, ensuring administrative activities are executed consistently, efficiently, and in accordance with Laboratory policies.
• Safeguard group security by ensuring strict compliance with classified handling procedures and coordinating staff clearance requests for government travel.
• Manage security-related administration by overseeing classified document control, classified meetings, and visitor clearances, as well as coordinating the administration of classified equipment and security training support.
• Orchestrate documentation lifecycles by managing the SMART process-including document numbering, routing, archiving, and file management-in addition to overseeing formatting and publishing standards.
• Uphold high standards of communication by reviewing technical documents and engineering memos for grammar, formatting, and professional clarity.
• Serve as a subject matter expert on APL policies, procedures, and resources, providing proactive guidance to the group.

Build Team & Culture

• Champion team growth by managing the onboarding, tracking, and orientation of new team members and interns.
• Empower leadership by supporting group leaders with the preparation of reports regarding plans, accomplishments, and key activities.
• Foster a high-morale environment by organizing internal/external meetings and planning special events that build group cohesion.
• Continuously improve workflows, identifying and implementing efficiencies to enhance group productivity.
• Coordinate talent acquisition by managing interview schedules and logistics.
• Partner across the sector with administrative colleagues to share best practices, drive process improvements, and ensure consistent, high-quality support across the organization.

Enable Group Operations

• Act as the primary organizational liaison by coordinating seamless activities across TSX, Security, IT, Facilities, Procurement/Finance, and other Sector and Laboratory organizations.
• Drive operational continuity by anticipating administrative needs and proactively resolving potential issues before they impact staff productivity.
• Optimize organizational systems by maintaining the administrative processes, records, and frameworks that underpin efficient group operations.
• Advise group leadership on workforce planning, recruiting, and reporting to support long-term organizational initiatives.

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

• Possess an associate's degree in Business Administration or equivalent experience, with at least 3 years of related administrative support experience.
• Have a proven track record of managing multiple, complex tasks independently in a fast-paced environment.
• Are a detail-oriented self-starter with exceptional organizational and prioritization skills.
• Possess the professional maturity to interact effectively and confidently with highly technical engineering and scientific teams.
• Are adept at quickly mastering new software, technical systems, and digital tools.
• Have superior written communication skills, including a high level of proficiency in editing for grammar, punctuation, and logical flow.
• Have experience producing high-quality, professional-grade documents, spreadsheets, and presentations.
• Are proficient in the Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Adobe Acrobat Pro.
• Are able to obtain an Interim Secret level security clearance by your start date and can ultimately obtain a Secret level clearance. (Must be a U.S. citizen).

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

• Possess a Bachelor's degree (BA/BS) or equivalent experience.
• Possess comprehensive knowledge of JHU/APL-specific policies and procedures (e.g., travel, purchasing, security, budgeting).
• Are highly proficient in APL-specific software and platforms (e.g., Slack, Workday, ADDIT, EBSS, eQUIP, iCIMS, Confluence, etc.).
• Have a demonstrated ability to proactively identify and implement process improvements that enhance group efficiency.
• Have experience developing and delivering professional presentations.
• Hold an active Secret security clearance.

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 of perspectives 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 athttps://www.jhuapl.edu/careers.

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 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 contactAccessibility@jhuapl.edu.

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.