Administrative Office Assistant

APPLICATION INSTRUCTIONS:

• CURRENT PENN STATE EMPLOYEE (faculty, staff, technical service, or student), please login to Workday to complete the internal application process. Please do not apply here, apply internally through Workday.

• CURRENT PENN STATE STUDENT (not employed previously at the university) and seeking employment with Penn State, please login to Workday to complete the student application process. Please do not apply here, apply internally through Workday.

• If you are NOT a current employee or student, please click “Apply” and complete the application process for external applicants.

Approval of remote and hybrid work is not guaranteed regardless of work location. For additional information on remote work at Penn State, see Notice to Out of State Applicants.

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POSITION SPECIFICS​

We are searching for an experienced, highly organized, and customer-service-oriented Administrative Office Assistant to join the Director’s Office at the Applied Research Laboratory (ARL) at Penn State. This position provides broad administrative support for a dynamic and fast-paced office environment. 

ARL is an authorized DoD SkillBridge partner and welcomes transitioning military members to apply.

You will:

• Provide general administrative support to the Director’s Office and other assigned ARL offices and staff

• Greet visitors, answer incoming calls, and direct customers, staff, and guests to the appropriate person or office

• Schedule, prioritize, and maintain calendars for meetings, events, and appointments

• Prepare, review, organize, and maintain documents, reports, correspondence, records, and databases

• Coordinate travel arrangements and reconcile travel-related transactions

• Support confidential administrative functions and handle sensitive information with discretion

• Organize and help manage daily office activities, including resolving scheduling issues and supporting office workflows

• Purchase office supplies, compare vendor costs, and maintain vendor and tax-exempt accounts

• Maintain employee mailboxes, office addresses, organizational charts, and other office tracking systems

• Coordinate logistics for office moves, including phones, equipment, and furniture

• Submit requests to Facilities and IT through the Service Desk as needed

Additional responsibilities for higher-level position includes:

• Coordinate meetings, workshops, conferences, outreach activities, and special events, including scheduling, logistics, registration, itineraries, facilities coordination, and communication with participants and vendors

• Serve as a liaison with vendors, service providers, University offices, sponsors, and external organizations to facilitate administrative and operational activities

• Protect sensitive, proprietary, export-controlled, and Controlled Unclassified Information (CUI) by following established information handling procedures, access controls, records management practices, and cybersecurity requirements

• Support compliance with organizational security procedures by assisting with visitor coordination, facility access documentation, required training records, and administrative actions associated with secure operations

• Respond to administrative issues and requests while ensuring compliance with applicable University policies, federal regulations, contractual requirements, and operational procedures

• May supervise administrative support staff, including hiring, onboarding, training, work assignment, performance management, and professional development

Required Skills/Experience areas Include:

• Business-related or other professional office environment

• Proficiency with Microsoft Office applications, including Outlook, Word, Excel, and PowerPoint

• Ability to multi-task, prioritize effectively, and work with minimal direction in a fast-paced environment

• Experience collaborating in multi-disciplinary, team-oriented cultures

Preferred Skills/Experience areas include:

• Prior military or government experience

• Supporting senior leadership or executive-level staff

• SAP and SIMBA financial system  or other similar financial system tools

• Coordinating office activities and supporting high-volume, high-priority work

• Familiarity with ARL operations

Your working location will be fully on-site located in State College, PA.

MINIMUM EDUCATION, WORK EXPERIENCE & REQUIRED CERTIFICATIONS

ARL’s purpose is to research and develop innovative solutions to challenging scientific, engineering, and technology problems in support of the Navy, the Department of Defense (DoD), and the Intel Community (IC). FOR FURTHER INFORMATION on ARL, visit our website at www.arl.psu.edu.

BACKGROUND CHECKS/CLEARANCES

SALARY & BENEFITS

Salary Structure - Information on Penn State's salary structure

Penn State provides a competitive benefits package for full-time employees designed to support both personal and professional well-being. In addition to comprehensive medical, dental, and vision coverage, employees enjoy robust retirement plans and substantial paid time off which includes holidays, vacation and sick time. One of the standout benefits is the generous 75% tuition discount, available to employees as well as eligible spouses and children. For more detailed information, please visit our Benefits Page.

CAMPUS SECURITY CRIME STATISTICS

Pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act and the Pennsylvania Act of 1988, Penn State publishes a combined Annual Security and Annual Fire Safety Report (ASR). The ASR includes crime statistics and institutional policies concerning campus security, such as those concerning alcohol and drug use, crime prevention, the reporting of crimes, sexual assault, and other matters. The ASR is available for review here.

EEO IS THE LAW

Penn State is an equal opportunity employer and is committed to providing employment opportunities to all qualified applicants without regard to race, color, religion, age, sex, sexual orientation, gender identity, national origin, disability or protected veteran status. If you are unable to use our online application process due to an impairment or disability, please contact 814-865-1473.

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