Administrative Assistant, Division Lead

Penn State University; University Park (TX); On-site; USD 38,000 - 61,000; Full time

Job summary

An established industry player is seeking a versatile Administrative Assistant to support a dynamic research office. This role involves coordinating complex travel, managing data and files, and providing exceptional customer service to a variety of stakeholders. The ideal candidate will thrive in a fast-paced environment, demonstrating proficiency in Microsoft Office and strong organizational skills. Join a team dedicated to innovative research solutions that support national security and contribute to significant technological advancements. If you are ready to make an impact in a collaborative setting, this opportunity awaits you.

Qualifications

• 2+ years of related experience for intermediate level or 4+ years for senior.
• Proficiency in Microsoft Office and standard office procedures required.

Responsibilities

• Coordinate complex travel for program engineers and manage data/files.
• Provide exceptional customer service for internal and external stakeholders.

Skills

Microsoft Office

Office Procedures

Multi-Priority Management

Customer Service

Discretion and Confidentiality

Education

High School Diploma/GED

Vocational Training/Degree

Associate’s Degree

Job description

APPLICATION INSTRUCTIONS:

1. 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.
2. 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.
3. If you are NOT a current employee or student, please click “Apply” and complete the application process for external applicants.

JOB DESCRIPTION AND POSITION REQUIREMENTS:

We are searching for a versatile and experienced Administrative Assistant to join the Undersea Systems Office (USO) at the Applied Research Laboratory (ARL) at Penn State. 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).

USO serves as a research center of excellence in undersea weapons, unmanned undersea vehicles, and advanced sonars supporting our national security and undersea warfare sponsors through the development and demonstration of science and technology with the expertise, tools, and processes to take concepts from the early developmental phase through transition to industry and the fleet.

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

You will:

1. Coordinate a large volume of complex domestic and international travel in support of program engineers (researching visit requirements, booking reservations, arranging schedules, and reconciling travel expenses).
2. Provide support for a wide variety of meetings (scheduling rooms, preparing agendas/ meeting materials, overseeing meeting logistics including audio-visual setups, security, refreshments, and vendor-delivered meals).
3. Manage data, files, and calendars.
4. Provide coordination and oversight for external visitors, ensuring that security guidelines and requirements are followed.
5. Communicate with and provide exceptional customer service for internal and external stakeholders (government, industry, University, and ARL-specific).

Additional responsibilities for higher level position include:

1. Prepare classified and unclassified material including presentations, engineering documents, reports, and mailings.
2. Proofread documents for appropriate security markings, grammar, spelling, punctuation, and basic formatting.
3. Assist with all aspects of hiring and onboarding of new hires.

Required skills/experience areas include:

1. Proficiency with Microsoft Office (Word, PowerPoint, Excel and Outlook).
2. Successful experience in standard office procedures and policies.
3. Agility in managing multiple priorities concurrently.
4. Ability to resolve issues and prioritize work, both independently and as a team member, in support of multiple unit and program leaders.
5. Demonstrated ability to exercise discretion and confidentiality.
6. Success in an office environment, where various forms of communication and organizational skills were crucial to be effective.

This position will be filled at the intermediate or senior support level, depending on the experience of the successful candidate. Minimum requirements for an intermediate level support include a high school diploma/GED or vocational training/degree and 2 years of related experience or an equivalent combination of education and experience. Minimum requirements for senior level support include an Associate’s degree or higher and 4+ years of related experience or an equivalent combination of education and experience.

Candidates must submit a cover letter of interest and a resume in order to be considered.

Your working location will be in State College, PA. Questions related to flexible work should be directed to the hiring manager during the interview process.

ARL at Penn State 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 salary range for this position, including all possible grades is:

$38,300.00 - $61,000.00

Salary Structure - additional information on Penn State's job and salary structure.

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.