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.
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.
POSITION SPECIFICS
We are searching for a motivated, organized, multi-tasker interested in an administrative support career to join our administrative team in the Materials and Manufacturing Systems Office (MMSO) at the Applied Research Laboratory (ARL) at Penn State. This position will be responsible for all administrative functions, which include a wide variety of business and financial operations and will directly support on-site/off-site non-tenured faculty, research engineers, and staff.
ARL is an authorized DoD SkillBridge partner and welcomes all transitioning military members to apply.
You will:
Plan, organize, coordinate, and facilitate daily office activities, which include various communications, calendar maintenance, and travel arrangements
Process, support, and maintain various work unit forms, proposals, files, records, databases, and backup documentation
Provide support for a wide variety of meetings (scheduling rooms, preparing agendas/meeting materials, oversight of meeting logistics, audio-visual setups, security, refreshments, and vendor-delivered meals)
Provide coordination and oversight for external visitors, ensuring that security guidelines and requirements are followed
Communicate with and provide exceptional customer service for internal and external stakeholders (government, industry, University, and ARL-specific)
Monitor and maintain budgets, assist with budget reports, track expenditures, and process documents and purchasing card transactions
Act as point of contact and liaison for hiring managers, talent acquisition, and candidates during the recruitment process, including creating job descriptions, coordinating interviews, and initiating new hire paperwork, security clearance requests, network requests, office space, and computer/equipment requests
Oversee coordination of projects, special events, and/or programs such as conferences and workshops
Resolve inquiries and ensure compliance with ARL and University policies and procedures
Maintain inventory and order/purchase office supplies; arrange for equipment/maintenance; process work orders for facilities repairs/needs; process shipping, tracking, and receiving of documents and packages
Handle, generate, and maintain sensitive and classified information
Assist with administrative coverage in MMSO areas as needed
May coordinate work assignments and interview, train, and direct the work of other support staff, students, and part-time employees
Required skills/experience areas include:
Proficiency in Microsoft Office tools
Successful experience with standard office procedures and policies
Agility in managing multiple priorities concurrently
Ability to resolve issues and prioritize work, both independently and as a team member, in support of multiple unit and program leaders
Demonstrated ability to exercise discretion and confidentiality
Success in an office environment, where various forms of communication and organizational skills were crucial to be effective
Willing and qualified to obtain and maintain a government security clearance
Preferred skills/experience areas include:
Expense, travel, and invoice management tools such as SAP Concur, or another similar
Human capital management tools such as Workday, or another similar
Financial systems such as PSU Simba, or another similar
Proposal pricing software such as ProPricer, or similar
Current eligibility for access to classified information at the Secret level or higher and may be subject to a government background investigation to upgrade clearance eligibility, if required
Your working location will be fully on-site, located in State College, PA; however, the opportunity to occasionally work from home in a limited capacity is available. Questions related to flexible work should be directed to the hiring manager during the interview process.
MINIMUM EDUCATION, WORK EXPERIENCE & REQUIRED CERTIFICATIONS
If filled as Administrative Assistant - Senior Support, this position requires:
Associate Degree
4+ years of relevant experience; or an equivalent combination of education and experience accepted
Required Certifications:
None
If filled as Administrative Assistant - Intermediate Support, this position requires:
General Equivalency Diploma (GED) or High School (HS)
2+ years of relevant experience; or an equivalent combination of education and experience accepted
Required Certifications:
None
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 web site at www.arl.psu.edu.
BACKGROUND CHECKS/CLEARANCES
Employment with the University will require successful completion of background check(s) in accordance with University policies.All positions at ARL require candidates to possess the ability to obtain a government security clearance; you will be notified during the interview process if this position is subject to a government background investigation. You must be a U.S. citizen to apply. Employment with the ARL will require successful completion of a pre-employment drug screen.
SALARY & BENEFITS
The salary range for this position, including all possible grades, is $38,300.00 - $61,000.00.**THE PROPOSED SALARY RANGE MAY BE IMPACTED BY GEOGRAPHIC DIFFERENTIAL**
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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