Administrative Assistant for Cyber Operations Program Management Office

Introduction:

The Johns Hopkins University Applied Physics Laboratory (APL), a national leader in scientific research and development, is located midway between Baltimore and Washington, DC. The JHU/APL Cyber Operations Mission Area partners with government and industry to contribute toward innovations that shape the future of cyber operations. We are seeking an innovative, creative and collaborative Program Office Administrator to assist this team in reaching new heights in cyber security.

Job Summary:

The Cyber Operations Mission Area is looking for an energetic and proactive administrative assistant to support a dynamic group of Program Managers, scientists and engineers to further our cyber system missions. The successful candidate will provide critical support to the program team, helping the team achieve success with our sponsors. The candidate will also help create and maintain a fun and collaborative environment.

Duties (Listed in order of importance with the estimated amount of time spentat each task):

  1. 1. Independently manage complex, highly dynamic schedules and activities for a strategically located program and project team. Facilitate, monitor, and maintain administrative cognizance over a variety of mission area security related functions. Specifically, ensure proper protocol and procedures are followed, including facility coordination for special secured areas and close coordination with government and APL security organizations for clearance processing and IT access. Manage the flow of people and activities through the program office. Establish strong understanding of contract terms and conditions required to assist the team with the coordination and tracking of formal technical reports and training. Coordinate periodic internal and offsite meetings among Sector and Mission Area Managers and staff and special conferences involving external visitors as necessary. Directly support the Program and Project Manager in assisting the sponsor to achieve their mission objectives. Serve as COMA communication liaison for program transfers of unclassified and classified communications, includes maintaining classified records, monitoring events, performing daily security reviews. Perform the transfer of data, reports, and correspondence between information systems in support of team member activities in meeting program deliverables and milestones. Develop expertise in the information transfer process, providing timely and accurate responses to transfer requests. Establish training material to educate the team in this process and serve as subject matter expert. (40%)
  2. Assist the Program Manager for Intelligence Analytics in administration of contract deliverables and act as a supporting communication point among program staff, government stakeholders, and APL program/mission management. Responsible for completing monthly reports, contract and APL record keeping, IT and security request and sponsor meeting/event tracking. (50%)
  3. Assist in managing the flow of people and information through the MAE Office, maintain action items for managers, process travel and expense reimbursements, and perform other administrative duties, such as group security, property and phone coordinator, as assigned. (5%)
  4. Conduct special projects as required and develop solutions to complex administrative problems for the Mission Area Executive, members of the Sector executive team, and concerns and issues brought forward from the Sector administrative staff. Examples might include: reengineering Sector or Mission Area administrative processes; addressing issues with established processes; coordinating special security administrative needs; resolving procurement or credit card issues; improving communication; and training and development, career development or on-boarding programs, for AOS administrative staff. (5%)

Note: This job summary and listing of duties is for the purpose of describing the position and its essential functions at time of hire and may change over time.

Required Qualifications:

College graduate with practical administrative experience through internships or similar opportunities in a work environment. A high school degree plus 5 years of relevant administrative experience may be substituted for college degree. Highly organized and process oriented. Demonstrated capability to expedite. Demonstrated capability to independently analyze, summarize and make recommendations on process, procedures, and project related activities. Demonstrated initiative, motivation, flexibility and interest in working in a team environment. Excellent verbal and written communication skills. Willingness to work on dynamic projects and ability to prioritize numerous concurrent tasks. Proven strong ability to interact with all levels of staff with discretion and tact. Demonstrated maturity in handling sensitive personnel and programmatic information. Initiative and persistence in pursuing administrative needs, meeting quick turnaround demands, and resolving problems. Hands-on experience in arranging for large, special meetings and conferences with external visitors. Proficiency with personal computer software including Word, Excel and PowerPoint. Excellent verbal and written communication skills. Current TS/SCI w/ full scope poly clearance.

Desired Qualifications:

Knowledge of (or ability to rapidly learn) APL and AOS policies, practices and procedures. Administrative work experience in the Intelligence Community. Demonstrated ability to work with a large number of dedicated professionals in a fast-moving environment. Some college coursework in lieu of degree.

Special Working Conditions[Travel, working in closed areas, extended hours]: Normal office setting. Work in closed areas at nearby Sponsor location up to 50% of time.

Security: Applicant selected 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.

Benefits: APL offers a comprehensive benefits package including a liberal vacation plan, a matching retirement program, significant educational assistance, a scholarship tuition program for staff with dependents, and competitive salaries commensurate with skills and experience. For more information about our organization, please visit our web site at www.jhuapl.edu.

Equal Employment Opportunity: Johns Hopkins University/Applied Physics Laboratory (APL) is an Equal Opportunity/Affirmative Action employer that complies with Title IX of the Education Amendments Acts of 1972, as well as other applicable laws. All qualified applicants will receive consideration for employment without regard to race, color, religion, sexual orientation, gender identity, national origin, disability, or protected Veteran status.


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