The Johns Hopkins University Applied Physics Laboratory (APL), a national leader in scientific research and development, is located midway between Baltimore and Washington, DC. JHUAPL is actively seeking a Group Administrator to support the Multifunctional Materials and Nanostructures Group and the Experimental and Computational Physics Group.
Provide comprehensive administrative and operations support to the Multifunctional Materials and Nanostructures Group (R1A) and the Experimental and Computational Physics Group (R1B) while prioritizing diverse responsibilities in a self-directed environment.
Duties (Listed in order of importance with the estimated amount of time spent at each task):
- Provide exceptional administrative and operations support to two groups of research scientists and engineers, including managing ongoing walk-in requests for assistance with tasking. Review, edit and process memos, reports and presentations, ensuring editorial excellence, reference management and organized archival. Prepare shipping authorization forms, print labels, and coordinate delivery and pickup of packages. Manage Group Supervisors' calendars, independently resolving conflicts when possible. Provide general maintenance of printers and copiers, arranging for service as needed. Organize and maintain Group shared folders and files (electronic and hard copy) to ensure they are an effective Group resource. Proxy timesheet entries as needed, and track Group use of Personal Days and use-or-lose Vacation Days. On occasion, provide backup support to other REDD administrators during absences. (40%)
- Track group budget requests, allocations, and expenses. Track and assist in planning overhead budget expenditures, to include education and training expenses, laboratory consumables, and projections of upcoming expenditures. Track and assist in analysis of group charging statistics. Use RMIS to acquire budgetary data and manpower statistics, and prepare pivot charts and tables to visualize group statistics. Collect and input staff plans into RMIS. (10%)
- Serve as Property Associate and maintain oversight and audit of group property / equipment. Coordinate calibration, maintenance and service of laboratory equipment; escort service technicians. Track inventory of laboratory consumables and order as needed on a recurring basis. Order and maintain inventory of office supplies.. Oversee group procurement activities, using internal ordering/Pcard mechanism (to include compliance with APL procurement card procedures) (10%)
- Work with staff to arrange their travel. Complete Travel Authorization Forms and Travel Expense Statements, to include routing for signatures. Process reimbursements for all travel and miscellaneous expenses. For each Group, maintain a list of relevant upcoming conferences and associated abstract deadlines and send to the Group on a recurring basis. Process all conference and meeting registrations, and track against Group budgets when relevant. Work with Group Supervisor to process all signed forms and approvals on ongoing basis. (15%)
- Coordinate meetings and conferences by securing room location, setup Audio/Visual accessories in conferences rooms, notify visitor control/security of outside visitors, and escort visitors. Plan and prepare for Group events, to include recurring meetings and morale events, accounting for all supplies, resources and refreshments. Track Group news of awards, appointments, publications and project updates and prepare slides or handouts for Group Meetings summarizing updates. Compile a Group Annual Report based on collected data. Maintain Group publication displays, adding hard copies of recent publications. (10%)
- Enter new hire requisitions into Taleo software and work with Human Resources on logistics of interviewing and hiring. Coordinate candidate interview schedules, to include scheduling interviewees and conference rooms, arranging for laboratory tours and lunch, scheduling pre and post discussions with all interviewees, providing resumes and other documentation to interviewees. Prepare for new hires by coordinating office space and furniture, phone and computer. Prepare a new hire resource packet to provide to each hire, including information about group staff, projects, laboratories, group strategy and policies, and FAQs. (10%)
- Manage the Groups' safe, including end of day checks and providing access to staff as needed. Manage group common areas, including conference rooms, supply closets, mail and copy room, and coffee nook area, to ensure all are organized and well-stocked. Coordinate collection of inputs (images or other content) from staff for special projects like display walls or presentations. (5%)
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.
- High school diploma or equivalent and 5 years of relevant administrative experience.
- Demonstrated experience with effectively managing diverse and competing priorities.
- Energetic, customer oriented with experience in a fast paced dynamic environment
- Capacity to work independently with general guidance and proven initiative with eliciting tasking.
- Demonstrated problem solving ability, desire to improve processes and achieve goals.
- Demonstrated proficiency with MS Office applications. Proficiency with advanced MS Excel usage (data entry, data sorting/filtering, creation of pie/bar/line/scatter charts, creation of pivot charts and tables).
- Proficiency with reference management software, like EndNote.
- Ability to recognize general issues to be addressed and provide relevant ideas for support and potential solutions.
- Adept at building effective relationships with staff in and outside of thegroup.
- Strong communication skills, including ability to summarize data and provide updates and information to supervisor and others in the group, as appropriate.
- Some business, computer, or college coursework.
- Experience with effectively managing schedules for multiple staff using Outlook 2010.
- Experience and track record of proficiency in writing, editing and proofreading documentation.
- Desired Qualifications:
- College degree in Business or related discipline.
Special Working Conditions:
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.
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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