Group Administrator - Contracts & Asset Management

Description Are you someone that enjoys working in a highly collaborative, dynamic environment? Do you have strong communication, organizational and analytical skills? Are attention to detail, accuracy and effective partnering important to you? If so, we 're looking for someone like you to join our Contracts & Asset Management team at APL.

We are seeking a highly organized, proactive Group Administrator to provide administrative and operational assistance for the Contracts & Enterprise Asset Management group. In this role, you will independently manage a broad range of administrative responsibilities, coordinate group operations, support workflows, and help ensure staff have the resources, information, and logistical support needed to work effectively.

You will partner closely with group leadership, staff, enterprise service organizations, and stakeholders to deliver timely and accurate support. 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: Provide administrative and operational support to group leadership and staff, including calendar management, meeting coordination, agenda and material preparation, minutes and action-item tracking, and correspondence.

Coordinate employee travel, purchasing, and related reimbursements. This includes travel reservations, itineraries, expense reports, travel-card reconciliation, purchase requests, vendor coordination, order and invoice tracking, renewals, and resolution of billing or delivery issues. Support staff development and compliance by coordinating and purchasing training, certifications, licenses, memberships, and conferences; communicating renewal and compliance reminders; and identifying relevant learning opportunities.

Support recruiting, onboarding, and intern programs by tracking requisitions, coordinating interviews, assisting with hiring documentation, and arranging workspaces, equipment, accounts, access, scheduling, and offboarding activities. Plan and coordinate group events, activities, and morale initiatives. Maintain hoteling workspaces and assist employees with campus space reservations and other hybrid-work needs.

Track group budgets, spending, commitments, purchases, travel, training, and anticipated expenses; reconcile charges and identify discrepancies. Maintain accurate and compliant contract records in physical and electronic systems, including CRMS/SharePoint. Support document organization, naming conventions, check-in/check-out processes, archival cleanup, data integrity, and applicable records-retention requirements.

Monitor relevant regulatory and policy developments and communicate potential impacts to Contract Management staff. Serve as the Group Property Administrator by maintaining accountability for assigned property and equipment; coordinating inventories, transfers, relocations, and disposals; resolving discrepancies; and providing backup support for department property-management activities.

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. 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.

Independently initiate and conduct special projects to develop and implement new procedures, practices, and associated tools to improve communication and other functions within Group. Collaborate with other administrative staff to ensure a cohesive administrative team across the BCFD organization, to include backfilling and workload sharing, as needed.

Qualifications

You meet our minimum qualifications for the job if you... Possess a High School Diploma or equivalent with a minimum of 5 years of experience providing administrative office support/management, or a bachelor 's degree and a minimum of 2 years administrative support experience. Are proficient with SharePoint, and the MS Office suite of software, notably Outlook, Word, Excel, PowerPoint and Adobe.

Work effectively as part of a team and have excellent interpersonal, organizational and communication skills. Have strong attention to detail, anticipate problems and initiate action, handle multiple tasks and projects, and react to changing priorities while maintaining work quality and accuracy. 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. You'll go above and beyond our minimum requirements if you possess... Experience supporting Contract Management, Contract Administration, Property Management, procurement, travel, recruiting, or budget-tracking functions.

Familiarity with systems such as iCIMS, Oracle, Source2Pay, SharePoint/CRMS, or comparable enterprise systems. Experience with government-contracting concepts, contract modifications, records-retention requirements, or regulatory monitoring. Experience serving as a property administrator or coordinating equipment inventory, transfers, and disposals.

Demonstrated ability to improve processes, develop practical administrative tools, and strengthen communication and workflow across a team.

About Us

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 https://www.jhuapl.edu/careers . 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 [email protected] . 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. Minimum Rate $24.25 Hourly Maximum Rate $44.30 Hourly Are you someone that enjoys working in a highly collaborative, dynamic environment? Do you have strong communication, organizational and analytical skills? Are attention to detail, accuracy and effective partnering important to you?

If so, we 're looking for someone like you to join our Contracts & Asset Management team at APL. We are seeking a highly organized, proactive Group Administrator to provide administrative and operational assistance for the Contracts & Enterprise Asset Management group. In this role, you will independently manage a broad range of administrative responsibilities, coordinate group operations, support workflows, and help ensure staff have the resources, information, and logistical support needed to work effectively.

You will partner closely with group leadership, staff, enterprise service organizations, and stakeholders to deliver timely and accurate support. 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: Provide administrative and operational support to group leadership and staff, including calendar management, meeting coordination, agenda and material preparation, minutes and action-item tracking, and correspondence.

Coordinate employee travel, purchasing, and related reimbursements. This includes travel reservations, itineraries, expense reports, travel-card reconciliation, purchase requests, vendor coordination, order and invoice tracking, renewals, and resolution of billing or delivery issues. Support staff development and compliance by coordinating and purchasing training, certifications, licenses, memberships, and conferences; communicating renewal and compliance reminders; and identifying relevant learning opportunities.

Support recruiting, onboarding, and intern programs by tracking requisitions, coordinating interviews, assisting with hiring documentation, and arranging workspaces, equipment, accounts, access, scheduling, and offboarding activities. Plan and coordinate group events, activities, and morale initiatives. Maintain hoteling workspaces and assist employees with campus space reservations and other hybrid-work needs.

Track group budgets, spending, commitments, purchases, travel, training, and anticipated expenses; reconcile charges and identify discrepancies. Maintain accurate and compliant contract records in physical and electronic systems, including CRMS/SharePoint. Support document organization, naming conventions, check-in/check-out processes, archival cleanup, data integrity, and applicable records-retention requirements.

Monitor relevant regulatory and policy developments and communicate potential impacts to Contract Management staff. Serve as the Group Property Administrator by maintaining accountability for assigned property and equipment; coordinating inventories, transfers, relocations, and disposals; resolving discrepancies; and providing backup support for department property-management activities.

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. 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.

Independently initiate and conduct special projects to develop and implement new procedures, practices, and associated tools to improve communication and other functions within Group. Collaborate with other administrative staff to ensure a cohesive administrative team across the BCFD organization, to include backfilling and workload sharing, as needed.

You meet our minimum qualifications for the job if you... Possess a High School Diploma or equivalent with a minimum of 5 years of experience providing administrative office support/management, or a bachelor 's degree and a minimum of 2 years administrative support experience. Are proficient with SharePoint, and the MS Office suite of software, notably Outlook, Word, Excel, PowerPoint and Adobe.

Work effectively as part of a team and have excellent interpersonal, organizational and communication skills. Have strong attention to detail, anticipate problems and initiate action, handle multiple tasks and projects, and react to changing priorities while maintaining work quality and accuracy. 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. You'll go above and beyond our minimum requirements if you possess... Experience supporting Contract Management, Contract Administration, Property Management, procurement, travel, recruiting, or budget-tracking functions.

Familiarity with systems such as iCIMS, Oracle, Source2Pay, SharePoint/CRMS, or comparable enterprise systems. Experience with government-contracting concepts, contract modifications, records-retention requirements, or regulatory monitoring. Experience serving as a property administrator or coordinating equipment inventory, transfers, and disposals.

Demonstrated ability to improve processes, develop practical administrative tools, and strengthen communication and workflow across a team.