Provide administrative support to the Naval Missions Analysis Group (JNO), administering the Group office and all associated functions. Assist group staff with a broad range of support for the management, communication, daily organization and operational functions of the group, as well as knowledge management.
Duties (Listed in order of importance with the estimated amount of time spent
at each task):
Provide administrative support to staff members of JNO. Administer group calendar; arrange travel, order supplies, submit visit/clearance requests, travel authorizations and reimbursements, shipping authorizations, society memberships, and perform other typical group functions. Coordinate various meetings (classified & unclassified) held on and off site. (35%)
Serve as the group's expert on departmental publishing/editing guidelines and primary point of contact for coordination with the NSAD Desktop Publisher/Editor. Support preparation, review, publication and distribution of memoranda, reports and other documentation. Track all JNO documents through the department quality process. (20%)
Use appropriate software applications (APL Business Applications (e.g., RMIS, DataWarehouse) or MS Office Tools (e.g., Excel, Access)) to create and/or maintain staff planning tools, task tracking database, labor tracking and reporting, etc. (20%)
Determine group office procedures; prioritize and expedite day-to-day administrative tasks, establish and maintain group files. Serve as the Group Telephone Representative and the Group timekeeping proxy. Assist members of the group by being an expert on APL policies and practices. (15%)
Provide administrative support to the Group Supervisor, including calendar/schedule management, task tracking, maintaining Group organizational records, etc. Review material submitted to the Group Supervisor for signature to ensure accuracy, correctness, and completeness. Interact with senior government sponsors as well as APL senior management and staff. (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.
High school degree. Minimum of 5-8 years demonstrated performance in an administrative support position, formal education in lieu of experience will be considered. Ability to maintain confidentiality. Excellent communication skills. Excellent organizational skills including demonstrated ability to track, follow-through and meet deadlines; prioritize concurrent tasking with minimum supervision; and adapt to evolving processes & procedures. Expert user of Microsoft Office (Word, Excel, PowerPoint, Access, SharePoint, Outlook).
A.S. or B.S. in Business Administration or related field. Advanced training in MS Office applications (e.g., Microsoft Office Specialist Master Certification). Expert skill level in other office productivity software tools (e.g., Adobe Acrobat Pro). Experience with APL unique applications (eTime, RMIS, DataWarehouse, etc.).
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.
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