Administrative Assistant for Civil Space Flight Mission Area

Do you want to be part of an organization that manages end-to-end development of exciting NASA space science missions and instruments like Dragonfly?

Do you have a strong desire to assist co-workers meet deadlines and work in a dynamic environment?

If so, we are looking for someone like you to join our team.

We are seeking an Administrative Assistant for the Civil Space Flight Mission Area. Your primary responsibility will be to support the daily operations of Civil Space Flight Mission Area projects by assisting Program Managers and their technical teams in organizing workflow to meet programmatic deadlines. Additionally, you will support formulation efforts and direct projects in the Space Formulation Mission Area.

In addition, you will...

• Generate project documents and correspondence, uploading documents to various sponsor electronic document locations and APL archive system, tracking delivery of required documents, calendar and tracking of major milestones, proof/edit correspondence and generating a variety of administrative forms covering procurements, visitor security forms, purchase orders, etc. also, manage listservs, project contact and project distribution lists as well as tracking action items through the team's SharePoint sites.
• Maintain program distribution lists and support communication across the program team including internal, with partner Labs, and with the sponsors. This would require the ability to interface with all levels of laboratory staff as well as representatives of external organizations including sponsor organizations (i.e., NASA, JPL, Universities). Take actions on their requests and work with the program to direct requests for action to appropriate personnel, providing follow-up support as needed.
• Support project and instrument review meetings, and other significant symposia/gatherings hosted at APL, by assisting with meeting preparation including ordering and managing food and beverages, programmatic material preparation (both hard and soft copies), and registration/sign-in administration for participants.
• Initiate telephone/video conferences and operate program video and teleconferencing equipment.
• Schedule conference rooms, manage project and Program Manager calendars, and provide administrative support required by the co-located personnel Procurement activities such as placement of credit card purchases and reconciliation of credit card statements. Additional general support may be required by the Program Managers and/or Mission Areas could involve other Sector-level administrative tasking.
• Proactively manage travel itineraries for Program Managers and support travel as needed for the project staff. This includes generation of travel authorizations and reservations, and reimbursements for Program Managers and co-located personnel.
• Travel to, help set up, and staff remote project office locations at launch sites and subcontractor facilities as necessary.
• Support proposals and formulation activities, supporting teams that includes both internal and external stakeholders.

You meet our minimum qualifications if you...

• Possess a High School diploma or equivalent with 3 or more years of relevant administrative experience
• Possess excellent interpersonal skills and ability to interact with all staff levels and representatives of external organizations effectively and with a professional demeanor
• Possess strong verbal and written communication skills with a demonstrated ability to effectively build relationships across teams and groups
• Have a strong motivation to effectively meet team members' needs and proactively seek out the opportunity for additional tasking
• Are comfortable working in a multitasking environment, capable of prioritizing a continuous workflow with frequent interruptions, working independently seeking guidance as necessary
• Are proficient in carrying out office procedures, taking the initiative necessary to research policies and procedures needed to complete tasks using good judgment and discretion
• Possess strong personal computer skills and proficiency with Microsoft Outlook, Word, Excel, PowerPoint, and SharePoint.
• Are able to obtain a TS/SCI security clearance. If selected, you 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.

You go above and beyond our minimum qualifications if you...

• Possess a Bachelor's degree in Business Admin, Management, Communications or related business field
• Have experience in APL practices and procedure and knowledge of Space Exploration Sector procedures and operations
• Have demonstrated capability to independently analyze, summarize and make recommendations on processes, procedures and project related activities
• Are proficient with EBSS, ECMS, and other APL business applications
• Have advanced SharePoint and Box experience.
• Have a current TS/SCI clearance

Why Work at APL?

The Johns Hopkins University Applied Physics Laboratory (APL) brings world-class expertise to our nation’s most critical defense, security, space and science challenges. While we are dedicated to solving complex challenges and pioneering new technologies, what makes us truly outstanding is our culture. We offer a vibrant, welcoming atmosphere where you can bring your authentic self to work, continue to grow, and build strong connections with inspiring teammates.

At APL, we celebrate our differences of perspectives and encourage creativity and bold, new ideas. Our employees enjoy generous benefits, including a robust education assistance program, unparalleled retirement contributions, and a healthy work/life balance. APL’s campus is located in the Baltimore-Washington metro area. Learn more about our career opportunities at  .

All qualified applicants will receive consideration for employment without regard to race, creed, color, religion, sex, gender identity or expression, sexual orientation, national origin, age, physical or mental disability, genetic information, veteran status, occupation, marital or familial status, political opinion, personal appearance, or any other characteristic protected by applicable law. APL is committed to providing reasonable accommodation to individuals of all abilities, including those with disabilities. If you require a reasonable accommodation to participate in any part of the hiring process, please contact  View email address on apply.j-vers.com .

The referenced pay range is based on JHU APL’s good faith belief at the time of posting. Actual compensation may vary based on factors such as geographic location, work experience, market conditions, education/training and skill level with consideration for internal parity. For salaried employees scheduled to work less than 40 hours per week, annual salary will be prorated based on the number of hours worked. APL may offer bonuses or other forms of compensation per internal policy and/or contractual designation. Additional compensation may be provided in the form of a sign-on bonus, relocation benefits, locality allowance or discretionary payments for exceptional performance. APL provides eligible staff with a comprehensive benefits package including retirement plans, paid time off, medical, dental, vision, life insurance, short-term disability, long-term disability, flexible spending accounts, education assistance, and training and development. Applications are accepted on a rolling basis.