Administrative Assistant for Cyber Operations Program Management Office
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.
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 a fun and collaborative environment.
Duties (Listed in order of importance with the estimated amount of time spent at each task):
- Provide daily administrative support to the program and project team members and contribute toward morale activities. 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 training. Ensure requirements for team member travel requests and approvals are well communicated and adhered to. Prepare program office memorandum. Assist with clearance requests. Coordinate and set-up meetings to include room reservations, conference bridge set up, ordering of food/beverages as needed, escorting visitors. Maintain close coordination with other program office administrators, provide back-up assistance as needed, and participate in program office morale activities. Directly support the Program and Project Manager in assisting the sponsor to achieve their mission objectives. (40%)
- 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. (30%)
- Prepare and process visitor requests and provide training to new staff. Implement process improvements toward improving efficiency and agility of the visitor request process to meet the dynamic program environment while maintaining adherence to security compliance. (20%)
- Initiate IT account requests for new team members and supply documentation on account access. Assist team members in troubleshooting access delays and other issues. (10%)
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.
Associates degree in Business Administration or a similar field. Practical experience through internships or similar work experience. High School diploma or equivalent with a minimum of 4 years of administrative experience may be substituted. Strong computer skills using MS EXCEL, WORD and PowerPoint. Highly organized and process oriented. Demonstrated capability to expedite. Demonstrated ability to independently analyze, summarize and make recommendations on process, procedures, and project related activities. Proven strong ability to interact with others using discretion and tact. Excellent verbal and written communication skills. Current TS/SCI w/ full scope poly clearance.
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.
Special Working Conditions [Travel, working in closed areas, extended hours]: Normal office setting. Work in closed areas at nearby Sponsor location
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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