Innovation Program Operations Coordinator

Other Business Professional
ITSD - Information Technology Services Department

Are you searching for the next step to advance your career? Do you want to thrive in an environment ranked as one of Computerworld's 2019 and 2020 Best Places to Work in IT and Fast Company's #3 Best Workplace for Innovators? Are you passionate about helping people solve administrative challenges, coordinating events, and improving the overall work environment?


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


We are seeking an Operations Coordinator within the ITSD Innovation Program to provide operational, management, and administrative support across all areas of Program execution. All Operations Coordinators are expected to operate independently, set priorities, and adjudicate competing needs to provide timely information, solve problems, and be impactful on programs/projects.


As the Innovation Program Operations Coordinator...


  • (20%) Program and Project Operations – Work in conjunction with the Program Manager (PM) and Project Managers (PjMs) to set priorities, resolve issues for the overall task management needs, and facilitate team communications. Aid in the development of standard operating procedures (SOP) for creating and managing projects within the Innovation Program to ensure internal sponsor requirements are satisfied. Carry out specific project tasks as required.
  • (20%) Program and Project Administration – Be the point person for APL-sponsored meetings and conferences including high profile lab-wide Innovation events; identify and ensure that all conference logistics are addressed. Reserve conference rooms, manage calendars and team events, prepare meeting materials, and attend meetings to prepare summary and note action items.
  • (20%) Logistics and Coordination – Manage Program technical resources including but not limited to; SharePoint, Box, and Team Boards. Work with other APL organizations (security, quality, communications, etc.) to coordinate various levels of support and ensure successful execution. Extrapolate execution priority deliverables from the VSE, to be part of the task plan and monitor progress of the program against those deliverables.
  • (20%)Project Development – Help to establish and manage the project request timeline in conjunction with the Financial Manager. Ensure projects are aligned with Department VSE and Objectives. Responsible for the overall quality of the final project request(s). 
  • (10%) Program Finances – Working closely with the Group Supervisor (GS), Program Manager (PM) and Financial Manager (FM), monitor the financial status of the Program at a high level and be able to keep the GS and PM informed of the latest information and potential deviations from current plans.
  • (10%) Assist the Group Administrative Specialist, as needed, with the following duties including, but not limited to:
    1. Group Property Associate, ordering, tracking, and managing group equipment lifecycles and resources
    2. Assist supervisors and program managers with administrative management and serve as group specialist on APL practices and procedures
    3. Reserve conference rooms, manage calendars and team events, prepare meeting materials, provide print/copy support, and initiate and track expense reports

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.


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


  • A Bachelor's Degree in a business, technical, or other relevant field and 3+ years of relevant experience in the areas of project scheduling and project coordination.
  • Experience in supporting Program or Project Managers to set priorities, resolve issues for the overall task management needs
  • Demonstrate experience in the development of standard operating procedures (SOP) for creating and managing projects
  • Experience monitoring the financial status of the Programs at a high level
  • Strong social, and excellent verbal and written communication and collaboration skills; and ability to interact with all staff levels optimally and with a professional demeanor
  • Demonstrated professional-level experience in coordinating or contributing to dynamic projects with numerous concurrent tasks in a fast-paced environment
  • Ability to work independently to initiate and complete tasks with general direction and feedback
  • Demonstrated proficiency in tracking and updating Program schedules, milestones and contract deliverables.
  • Demonstrated success supporting/planning large events and collaborating across multiple sectors and departments 
  • Have a demonstrated ability to balance multiple tasks simultaneously while providing outstanding attention to detail, accuracy, and customer service
  • Highly proficient in the use of business and office applications software programs including MS Word, Excel, and
  • Are able to obtain Secret level 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.


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 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


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