Job Information
Pennsylvania State University Administrative Assistant in University Park, Pennsylvania
APPLICATION INSTRUCTIONS:
CURRENT PENN STATE EMPLOYEE (faculty, staff, technical service, or student), please login to Workday to complete the internal application process (https://pennstateoffice365.sharepoint.com/:b:/s/KnowledgeBaseArticlesSharing/EfiwgKReZ4VAjprFZPKWUm0Bq_sU3KzTmERfpryq0esPKQ) . 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. (https://pennstateoffice365.sharepoint.com/:b:/s/KnowledgeBaseArticlesSharing/Eeys15Xva4hFokHVtbP1eGIB5i1WFLc-J3k9KHgrFYZ7mg) 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 (https://hr.psu.edu/sites/hr/files/Application_Process_for_External_Applications_Non-Penn_State_Employees_.pdf) .
JOB DESCRIPTION AND POSITION REQUIREMENTS:
We are searching for an experienced Administrative Assistant to join the Director’s Office of the Applied Research Laboratory (ARL) at Penn State University. ARL’s purpose is to research and develop innovative solutions to challenging scientific, engineering, and technology problems in support of the U.S. Navy, the Department of Defense (DoD), and the Intel Community (IC). The purpose of this position is to support the general administrative functions of a wide variety for the assigned work areas including answering phones, greeting/referring/assisting visitors, customers, staff, or others, preparing documents and reports, compiling records, travel requirements, scheduling meetings, organizing and maintaining information, coordinating calendars, analyzing data including budgetary expenditures, and providing general office support.
ARL is an authorized DoD SkillBridge partner and welcomes all transitioning military members to apply.
You will:
Directly support the Legal and Compliance Office and other Director’s Office and Enterprise Offices employees
Manage incoming and outgoing classified visit requests for ARL State College as well as all offsite locations
Process invoices in the University’s financial system
Coordinate confidential administrative duties for the ARL Director's Office
Assist in the recruitment and onboarding process for new employees
Coordinate meeting events and travel accommodations
Organize, coordinate, and direct daily office activities; assist your supervisor with the resolution of issues or conflicts by researching issues and making recommendations
Schedule, prioritize, and maintain calendars for routine meetings and special events; arrange and reconcile travel arrangements and visit requests
Greet guests, answer the phone on behalf of the Director’s Office, and refer/transfer internal and external customers to the appropriate work unit
Prepare, review, organize, and maintain a variety of security forms, databases, reports, and correspondence
Purchase supplies, compare vendor costs, establish tax-exempt accounts with various vendors, and order desktop supplies and materials
Maintain individual employee mailboxes and office addresses
Maintain and update the organizational chart, create and maintain various employee databases; gather logistics to move employee offices, phone sets/lines, and equipment/furniture
Initiate requests to Facilities and IT via the Service Desk
This position will be filled at the senior support level. Minimally, this requires an Associate’s Degree or higher and 4+ years of related experience, or an equivalent combination of education and experience.
Required skills/experience areas include:
Experience in a business-related or other professional environment
Proficiency with Microsoft Office (Outlook, Word, Excel, PowerPoint)
The ability to effectively multi-task, prioritize, and work with minimal direction in a fast-paced environment while providing a high level of customer service
Interactions with senior leadership is a daily occurrence; a high degree of professionalism, self-motivation, discretion, and excellent written and verbal communication skills are necessary to be successful
Excellent organizational skills
Strong attention-to-detail
Preferred skills/experience areas include:
Prior military or government background
Experience with SAP and SIMBA financial systems
Experience organizing and providing oversight of office activities
Exposure to working on high-priority, high-volume projects
Prior coordination/handling of recurring programs
Your work location will be on-site, 8am-5pm located in State College, PA.
Penn State’s ARL is an integral part of one of the leading research universities in the nation and serves as a University center of excellence in defense science, systems, and technologies with a focus in naval missions and related areas.
You will be subject to a government security investigation, and you must be a U.S. citizen to apply. Employment with the ARL will require successful completion of a pre-employment drug screen.
ARL is committed to diversity, equity, and inclusion; we believe this is central to our success as a Department of Defense designated University Affiliated Research Center (UARC). We are at our best when we draw on the talents of all parts of society, and our greatest accomplishments are achieved when diverse perspectives are part of our workforce.
FOR FURTHER INFORMATION on ARL, visit our web site at www.arl.psu.edu.
The proposed salary range may be impacted by geographic differential.
The salary range for this position, including all possible grades is:
$42,100.00 - $61,000.00
Salary Structure (https://hr.psu.edu/current-employee/compensation/staff-salary-grades-and-leveling-matrix) - additional information on Penn State's job and salary structure.
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 (https://police.psu.edu/annual-security-reports) .
Employment with the University will require successful completion of background check(s) in accordance with University policies.
EEO IS THE LAW
Penn State is an equal opportunity, affirmative action 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.
Federal Contractors Labor Law Poster (https://affirmativeaction.psu.edu/files/2022/01/Federal-Contractors-Labor-Law-Poster.pdf)
PA State Labor Law Poster
Affirmative Action (https://policy.psu.edu/policies/hr11)
Penn State Policies
Copyright Information (https://www.psu.edu/copyright-information)
Hotlines
University Park, PA