Job Description

Are you searching for meaningful work in various research and operational fields?

Are you passionate about working in a fast paced, dynamic environment?

Do you like contributing to the overall success of the organization?

If so, we're looking for someone like you to join our team at APL!

We are seeking a Group Administrator to help us manage day-to-day internal obligations. As a member of our team, you'll act and perform independently on all routine administrative matters for the Research & Exploratory Development Department. You will be joining a hardworking team dedicated to providing exceptional support across all operational functions. We are passionate about the work we do, and we strive to cultivate a highly collaborative, fulfilling, and lively environment.

Your primary responsibility will be to provide outstanding administrative and operational support. This will include:

• Manage Group Supervisor's (and Assistant Group Supervisor's, if applicable) calendars, independently resolving conflicts when possible and increasing the efficiency and flow of their schedules.
• Assist the Group Supervisor and Assistant Group Supervisor in compiling and analyzing capital and overhead plans for their organization.
• Develop and maintain spreadsheets, summary reports, and/or graphs to manage staffing, financial, and budgetary data.
• Track budget requests, allocations, and expenses as well as assist in analysis of charging statistics.
• Collect and input staff plans into planning system. Help with office and laboratory space planning and coordinate Group office moves.
• Work with staff to arrange their travel, complete Travel Authorization Forms, and complete Travel Expense Statements, to include routing for signatures.
• Process timely reimbursements for all travel and miscellaneous expenses.
• Coordinate meetings and conferences by securing room location, setting up Audio/Visual accessories in meeting rooms, advising visitor control/security of external visitors, and escorting visitors. As required, maintain and publish minutes and action items.
• 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 build slides or handouts for Group Meetings summarizing updates.
• On occasion, provide backup support to other REDD administrators during absences.
• Prepare draft documentation and correspondence. Review, edit, and process memos, reports, and presentations, ensuring editorial excellence, reference management, organized archival and review for public release, and security procedures. Reproduce, route, and distribute to appropriate recipients.
• Create charts/graphics using Excel, Power Point, and other software applications as needed.
• Take initiative in developing and implementing new procedures, practices, and associated tools to improve communication and other functions within Group.
• Provide and facilitate a positive and a pleasant team environment within the Group.
• Interface and provide liaison with the government sponsors and other external representatives, APL management, and other APL staff.
• Help resolve procedural questions and problems related to practices and procedures and assist other REDD support staff as needed.

You meet our minimum qualifications for the job if you...

• Have a high school diploma or equivalent and 2+ years of relevant experience.
• Are skilled in the use of desktop computer applications, including Microsoft Office applications such as Outlook, Word, PowerPoint, and Excel, as well as accessing Laboratory databases via the network.
• Are able to practice professionalism and discretion with group administrative and other matters.
• Demonstrate record of taking initiative and willingness to project a positive work demeanor with professional and support staff.
• Demonstrate the ability to handle a variety of routine-to-more-complex problems with minimal assistance, and possess the capacity to organize and reprioritize work assignments to meet evolving needs.
• Have the ability to develop and assess alternative approaches and to solve routine problems in a different, more efficient way.
• Demonstrate the ability to grow and change with an evolving organization.
• Possess excellent interpersonal, organizational, communication (written and verbal), and proofreading skills.
• Are able to maintain efficiency in a flexible work environment whether that is working in the office or at home.
• Are able to obtain a Secret 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'll go above and beyond our minimum requirements if you possess...

• Experience in APL practices and procedures, security procedures, and experience facilitating hybrid meetings.
• Knowledge of Research and Exploratory Development Department procedures and operations, and familiarity with APL business systems.
• Experience in coordinating the activities of multiple groups and in developing and monitoring security procedures.
• Independent problem-solving capability.

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