Administrative Assistant

Penn State University; San Diego (CA); On-site; USD 61,000 - 101,000; Full time

Benefits offered by this job

Tuition discount

Job summary

Penn State University in San Diego, CA is seeking an Administrative Assistant to support ARL with a fast-paced research environment. You will assist faculty, staff, engineers, and student employees across a range of business operations, while ensuring secure handling of sensitive material.

The role emphasizes MS Office proficiency, confidentiality, multi-tasking, and coordinating travel, sponsorship visits, and security processes. On-site work with DoD-linked requirements applies.

Qualifications

• Intermediate Microsoft Office (Word, Excel, Outlook, PowerPoint, Project).
• Interest in learning job related software and standard office procedures.
• Excellent interpersonal and communication skills.
• Ability to manage multiple priorities and maintain confidentiality.
• Candidate must submit a cover letter and resume; eligible for security clearance.

Responsibilities

• Plan, organize, coordinate, and oversee division activities and events including Sponsor visits.
• Support administrative functions in business operations, infrastructure planning, and coordination.
• Proofread documents for security markings, grammar, punctuation, and formatting.
• Oversee files, records, databases, and reports.
• Develop new processes or procedures relevant to the office.
• Update and provide financial reports monthly to leadership and PIs.
• Assist in management and implementation of security policies and procedures.
• Coordinate visitor sign-in, visit requests, and security credentials.
• Log classified material and prepare classified mailings and courier as needed.
• Recruiting coordinator for all new hires; assist with reports and memoranda.
• Handle and generate classified information; maintain division files and calendar.
• Arrange domestic and international travel and file travel claims.
• Facilitate communications within Research and Enterprise Offices and externally.

Skills

Microsoft Office

Interpersonal skills

Communication skills

Multitasking

Confidentiality

Secret Security Clearance

Ability to obtain security clearance

Team collaboration

Education

Associate Degree

GED or HS diploma

Tools

SAP Concur

PSU Buy

Simba

ProPricer

Workday

Job description

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 versatile and experienced Administrative Assistant to join the Applied Research Laboratory (ARL) at Penn State University in our San Diego, CA location. This position provides administrative support to a fast-paced research office environment, supporting faculty, staff, engineers, and student employees, all from a variety of cultures and backgrounds, and will contribute to a wide variety of moderately complex business and financial operations.

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

You will:

• Plan, organize, coordinate, and oversee division activities and events including Sponsor visits
• Support administrative functions in business operations, infrastructure planning, and coordination
• Proofread documents for appropriate security markings, grammar, spelling, punctuation, and basic formatting
• Oversee files, records, databases, and reports
• Develop new processes or procedures relevant to the needs of the office
• Update and provide financial reports monthly to leadership and principle investigators
• Assist in the management and implementation of security policies and procedures
• Assist with visitor sign-in, visit requests, and check notifications and security credentials
• Log classified material and prepare classified mailings and courier as needed
• Perform as recruiting coordinator for all new hires
• Assist in the preparation of reports and memorandum
• Handle and generate classified information
• Maintain division files and calendar
• Arrange domestic and international travel and meetings and file travel claims
• Facilitate communications within the Research and Enterprise Offices, as well as external communications
• Manage office resources and supplies
• Assist with requisition/purchasing paperwork and coordinate candidate reviews
• Take notes and track items during meetings

Required Skills/Experience areas include:

• Intermediate Microsoft Office (Word, Excel, Outlook, PowerPoint, and Project) experience
• Interest in learning job related software
• Knowledge of standard office procedures
• Excellent interpersonal and communication skills
• 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
• Candidates for consideration must submit a cover letter of interest and a resume
• Secret Security Clearance OR ability to obtain and maintain a government security clearance

Preferred Skills/Experience areas include:

• Knowledge of security procedures and requirements
• SAP Concur, PSU Buy, Simba, ProPricer and Workday experience
• Active Top Secret security clearance

Your working location will be in On Site in San Diego, CA. 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 Office Assistant (ARL) - 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 Office Assistant (ARL) - 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

Candidates for consideration must submit a cover letter of interest and a resume.

ARL’s purpose is to research and develop innovative solutions to challenging scientific, engineering, and technology problems in support of the Navy, the Intel Community (IC), and other federal government customers.

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.

Notice regarding employment at the Applied Research Laboratory (ARL): Employees must be eligible to obtain a government security clearance, participate in the ARL drug testing program, and comply with electronic and physical monitoring requirements applicable to federal contractors. ARL operates in a secure information environment involving Unclassified, Controlled Unclassified Information (CUI), and Classified information. Personal electronic devices brought onsite must be registered and may be restricted from certain areas. You must be a U.S. citizen to apply.

Salary & Benefits

The salary range for this position, including all possible grades, is $60,840.00 - $100,500.00. This salary range includes an adjustment based on required geographic work location.

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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