Facilities Management Department Administrative Support

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

Job Summary:

Provide administrative support to the Facilities Management Department (FMD) Branch Manager and the Group Supervisors, while reporting to the Branch Manager. Act as the communications representative and coordinate the scheduling and tracking of training for the department.

Duties:

  • Provide administrative support to the FMD branch manager and group offices including distributing mail, fielding phone calls, and updating and maintaining group calendars and department calendars. Assist, prepare and edit routine correspondence, memos and presentation materials for the branch manager and group supervisors. Make travel arrangements, complete reimbursement forms, registrations etc. Order office supplies and reconcile monthly credit card billing. Facilitate the process to ensure that all new department staff members have the resources they need. Take and publish minutes for select meetings. Team and collaborate with other department administrative staff and serve on department and laboratory teams. Support department office when necessary. (50%)
  • Interact with the Department Quality Manager. Collect training evidence/certifications and scan for entry into Intellex, maintain department Intellex training database and run regular reports for department management to track compliance training completion status. Work with supervisor to identify and coordinate training needs and vendors, including registering FMD staff for internal and external courses. Manage communications to supervisors and staff as needed. Schedule external vendors to train FMD staff, this includes such things as communicating with vendor as needed, facilitating the purchase order arrangements, procuring a training room, notifying staff. (30%)
  • Act as the Department Communications Representative (COR). Responsibilities include serving as the Department's Telephone Representative, submitting tickets for new phone installations, coordinating changes to existing phones, as well as disconnects, handling all matters related to land-line phones within the department for staff and facilities. Facilitate the administrative process from initial approval and ordering, adding/removing international service packages and features, Review monthly bills for wireless devices. Work closely with ESD COR, service provider, ITSD and BCSD. Manage updates to the space records and perform audits. Attend TUG meetings and maintain space records for the department. (10%)
  • Coordinate purchasing of equipment and supplies using PCard and APS/EBSS procurement system. Serve as the PEMS (Property Equipment Management System) Property Associate for FMD. Handle surplus and location changes of all FMD property. Monitor contracts, invoices, activities with vendors; and serve as POC to review and approve vendor invoices monthly/weekly. Enter requisition in APS for awarded, updated and revised contracts. (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.Required Qualifications:

High school education and a minimum of 7 years of administrative or secretarial experience.

Excellent interpersonal and organization skills. Professional attitude and demeanor.

Ability to use absolute discretion.

Demonstrated communications skills.

Demonstrated proficiency in use of Microsoft Office applications.

Ability to work with all levels of staff.

Must be able to prioritize workload, handle several tasks concurrently, and operate independently with a minimum amount of supervision and as part of a team.

Desired Qualifications:

Previous administrative experience within APL.

Familiarity with JHU/APL staff, sponsors and programs.

Knowledge of APL Practices and Procedures.

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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