AP3 Administrative Support / Program Manager Assistant

The Johns Hopkins University Applied Physics Laboratory (APL), a national leader in scientific research and development, is located midway between Baltimore and Washington, DC.


  1. Tracking and Storage of BMDS programs' Deliverables (25%)

a. Assist the Program Managers in AP3 by developing and maintaining a database for storing all deliverables both expected and completed. Communicate the status of the deliverables database to internal staff at all levels

and to external sponsors. This will need to be done in both a classified environment and on safe-net or its future equivalent. It is imperative that all deliverables stored and maintained in the classified deliverable database

have a placeholder entry in the unclassified database as well.

b. Document and track changes in deliverable expectations (due dates, expected accomplishments, caveats, …)

c. Develop reporting capabilities on deliverable status, particularly alerting the PMs and PAM to upcoming deliverables in the following quarter, month and week to ensure sufficient time for the quality review processes to be

completed before delivery date

d. Work with the set of AP3 program managers in the preparation of Contract Deliverable Requirements List (CDRL) Artifacts

e. Work with the Program Managers (PMs) to create and manage a database of periodic reports generated by the program performers.

f. Collate and combine periodic reports for the appropriate time-frames into the appropriate format for Quarterly Reports and deliver first draft of the quarterly reports to each PM

g. Develop the routing lists for all CDRLs to undergo technical, programmatic, and document control reviews. Track all CDRLs through the quality review process

h. Develop quarterly, monthly, and weekly reports as necessary for the PMs and Program Area Manager (PAM) concerning status of all CDRLs and highlighting delinquent CDRLs.

i. Recognize and respond to non-standard requests by developing alternative approaches within the framework of established APL procedures

  1. Quality Process Assistance (50%)

a. Work with the PMs to develop and track Quality Process artifacts and to determine which products are rapid-response/SME-evaluation versus those products which require coordination and more thorough quality

assurance review.

b. For each deliverable to be quality assured by a team, work with the PMs to develop and track a Product Realization Plan (PRP) that captures the following:

  • Product Deliverable Title
  • Expected Product
  • Assumptions and Caveats associated with the product
  • Schedule for Completion
  • Staff Resources necessary and their availability
  • Computer and/or Modeling resources necessary and their availability
  • Expected Quality Review Process and Interim Review Schedule
  • Technical and Programmatic Reviewers by Name

c. For each deliverable, attach its product realization plan to the deliverable entry in the deliverable database

e. For each deliverable coordinate with the PM to schedule the interim and final reviews, inviting all Technical and Programmatic reviewers and develop attendance sheets to capture those that have actually reviewed the


f. With general guidance, present findings to the PMs, PAMs, MAE, and Sector Head with respect to analysis run on the deliverable and quality databases.

g. Develop a database reporting capability that will capture status of each deliverable and where it stands with respect to quality assurance processes.

h. Run regular reports for each PM and the PAM to track the quality status of each deliverable

I. Alert all responsible parties to upcoming milestones.

  1. Track and report AP3 Group Overhead budgets (5%)

a. Work with the PAM to develop a group overhead budget for submission to the SLT

b. Once the budget is established, work with the Financial Managers to track expenses and to ensure proper charging against appropriate budgets

c. Upon request for hardware and/or training, provide a cost analysis against the budget to provide a snapshot look at the current overhead status to aid the PAM to determine feasibility of approval.

d. Participate in a monthly review with the PAM and overhead Financial Manager.

  1. General administrative support that includes: (12%):

a. Coordinate PAM and PM Calendar's

b. Control email management

c. Schedule of internal meetings

d. Prepare meeting materials (including the editing of presentation materials)

e. Prepare travel forms and process travel arrangements for program managers and submit travel reimbursements in EBSS

f. Ensure that travelers have active visitor clearances prior to their travel

g. Conduct Travel audits for all BMDS programs to ensure that appropriate travel forms have been submitted

h. Ability to understand priorities and execute/balance a diverse workload in a fast-paced environment

  1. Access, distribute, and configuration manage a wide variety of contract deliverables, financial data, and interim program review documentation, including, but not limited to, reports, letters and memos. This includes managing group repositories on the unclassified, safe-net, and IS500 environments (2%)

  2. Function as the Security Representative for the BMDS Program Office, prepare and perform end of day checks, confirm proper inventory of stored classified data, manage SIPRnet access, answer queries that arise throughout the year, and help the program office prepare for yearly inspections (3%)

  3. Coordinate on-site meetings with sponsors to reserve conference rooms, secure classified laptop(s) from AMDS security, submit incoming clearances to APL Visitor Control, and order food and beverages, if necessary (1%)

  4. Interact and effectively partner with both Department and lab-wide staff in support of data calls and other pop-up requirements. (1%)

  5. Serve as the Program Area Property Representative. (1%)

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:

  • Associate degree or equivalent with 15 years of Administrative support experience.
  • Proficiency in utilizing Microsoft Excel for compiling, tracking and analyzing data.
  • Demonstrated experience in overseeing, accessing, distributing, and managing a wide variety of contract deliverables.
  • Some experience creating and managing data repositories in SharePoint or similar frameworks.
  • Active SECRET Clearance. Must be capable of obtaining a TOP SECRET clearance

Desired Qualifications:

  • Bachelor degree in Business Administration or equivalent with 1-2 years' experience in as a Program Management Assistant or similar role.
  • Experience with RMIS or Data Warehouse to capture financial plans and actual expenditures
  • Demonstrated Proficiency with Microsoft Project
  • Demonstrated experience in in collaborating with Program Manager to develop, analyze and submit department budgets for review to executive leadership team.
  • Experience participating in monthly reviews with the Program and Financial Managers.

Special Working Conditions: Occasional work in closed areas

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.

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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