Administrative Assistant

NCEMS is an NSF-supported research center that brings together scientists across institutions and disciplines to address complex questions in molecular and cellular biology through collaborative, data-driven synthesis research.

The Administrative Assistant provides administrative, logistical, financial, and program support for Center leadership, staff, research groups, trainees, and external collaborators.

The successful candidate will serve as a primary administrative contact for NCEMS and work closely with Center leadership, staff, faculty, researchers, students, visitors, and University partners. This position requires strong organizational skills, professionalism, attention to detail, discretion, and the ability to manage multiple priorities in a collaborative research environment.

Responsibilities

• Serve as a primary point of contact for NCEMS, responding to inquiries and directing requests appropriately.
• Manage telephone calls, email correspondence, mail, forms, and administrative requests.
• Schedule and coordinate meetings, interviews, seminars, workshops, working group activities, and Center events.
• Maintain leadership calendars and coordinate participation among internal and external stakeholders.
• Coordinate travel arrangements, itineraries, documentation, and reimbursement processing for faculty, staff, students, visitors, and collaborators.
• Support planning and execution of conferences, workshops, seminars, site visits, and other Center programs.
• Manage meeting logistics, including space reservations, virtual platforms, catering, audiovisual support, registration materials, and participant communications.
• Assist with budgets, financial transactions, purchase requests, invoices, reimbursements, and expenditure tracking.
• Coordinate purchasing of supplies, equipment, and services in accordance with University policies.
• Maintain files, databases, spreadsheets, participant records, mailing lists, and other administrative tracking systems.
• Compile and format information for reports, presentations, program updates, annual reports, and sponsor documentation.
• Prepare agendas, meeting materials, correspondence, and other program-related documents.
• Record and distribute meeting minutes, action items, and follow-up materials.
• Draft, edit, proofread, and format professional communications.
• Support communications for working groups, workshops, seminars, training programs, fellowships, and annual events.
• Update NCEMS websites, event pages, registration materials, calendars, and online information.
• Maintain confidential personnel, financial, research, and sponsored program information.
• Support onboarding of staff, students, visiting researchers, and program participants.
• Maintain office inventory and coordinate purchasing of office and program materials.
• Assist with records management and compliance with University and sponsor requirements.
• Provide general administrative support and other duties as assigned.

Required Skills and Experience

• Strong organizational, time-management, and multitasking skills.
• Excellent written and verbal communication skills.
• Strong attention to detail and accuracy.
• Ability to work independently and collaboratively.
• Sound judgment and discretion with confidential information.
• Strong customer service and interpersonal skills.
• Proficiency with Microsoft Office applications, including Outlook, Word, Excel, PowerPoint, and Teams.
• Ability to learn University administrative, financial, travel, purchasing, and records systems.
• Experience coordinating meetings, travel, events, or administrative projects.

Preferred Skills and Experience

• Administrative experience in higher education, research, nonprofit, or sponsored-program environments.
• Experience supporting faculty, researchers, research programs, or multidisciplinary teams.
• Experience coordinating conferences, workshops, seminars, travel, or large meetings.
• Familiarity with Penn State systems such as Workday, SAP Concur, SIMBA, Microsoft 365, Zoom, and University purchasing or financial processes.
• Experience maintaining websites, registration systems, databases, or electronic records.
• Experience preparing reports, tracking budgets, processing reimbursements, or supporting grant-funded activities.

Work Arrangement

This position is fully in-person and based at our University Park campus.