Administrative Office Assistant

The Pennsylvania State University; State College (Centre County); On-site; USD 47,000 - 77,000; Full time

Benefits offered by this job

75% tuition discount

Job summary

Penn State University is seeking an experienced Administrative Office Assistant for the ARL Director’s Office in State College, PA. You will provide broad administrative support in a fast-paced environment, greet visitors, manage calendars, and handle documents and travel arrangements.

Responsibilities include coordinating logistics, maintaining files and databases, and supporting confidential operations while ensuring compliance with university policies and security requirements.

Qualifications

• Experience in professional office environments with strong organizational skills.
• Ability to prioritize, manage calendars, handle confidential information.
• Familiarity with SAP/SIMBA or equivalent financial/ERP systems is a plus.

Responsibilities

• Provide broad administrative support to the Director’s Office at ARL.
• Greet visitors, answer calls, direct staff and guests to appropriate offices.
• Schedule meetings, manage calendars, prepare documents and reports.
• Coordinate travel, handle records, and support office workflows.
• Assist with facilities coordination, vendor liaison, and security procedures.

Skills

Administrative support

Multi-tasking

Customer service

Education

Associate Degree

GED or High School Diploma

Tools

SAP

SIMBA

Microsoft Office

Job description

Administrative Office Assistant### Administrative Office AssistantApply: Penn State University Park: Full time: Posted Today: REQ\\_0000081093# **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.* ## If you are NOT a current employee or student, please click “Apply” and complete the application process for external applicants.### **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 an experienced, highly organized, and customer-service-oriented Administrative Office Assistant to join the Director’s Office at the Applied Research Laboratory (ARL) at Penn State. This position provides broad administrative support for a dynamic and fast-paced office environment. ARL is an authorized DoD SkillBridge partner and welcomes transitioning military members to apply. You will:* Provide general administrative support to the Director’s Office and other assigned ARL offices and staff* Greet visitors, answer incoming calls, and direct customers, staff, and guests to the appropriate person or office* Schedule, prioritize, and maintain calendars for meetings, events, and appointments* Prepare, review, organize, and maintain documents, reports, correspondence, records, and databases* Coordinate travel arrangements and reconcile travel-related transactions* Support confidential administrative functions and handle sensitive information with discretion* Organize and help manage daily office activities, including resolving scheduling issues and supporting office workflows* Purchase office supplies, compare vendor costs, and maintain vendor and tax-exempt accounts* Maintain employee mailboxes, office addresses, organizational charts, and other office tracking systems* Coordinate logistics for office moves, including phones, equipment, and furniture* Submit requests to Facilities and IT through the Service Desk as neededAdditional responsibilities for higher-level position includes:* Coordinate meetings, workshops, conferences, outreach activities, and special events, including scheduling, logistics, registration, itineraries, facilities coordination, and communication with participants and vendors* Serve as a liaison with vendors, service providers, University offices, sponsors, and external organizations to facilitate administrative and operational activities* Protect sensitive, proprietary, export-controlled, and Controlled Unclassified Information (CUI) by following established information handling procedures, access controls, records management practices, and cybersecurity requirements* Support compliance with organizational security procedures by assisting with visitor coordination, facility access documentation, required training records, and administrative actions associated with secure operations* Respond to administrative issues and requests while ensuring compliance with applicable University policies, federal regulations, contractual requirements, and operational procedures* May supervise administrative support staff, including hiring, onboarding, training, work assignment, performance management, and professional developmentRequired Skills/Experience areas Include:* Business-related or other professional office environment* Proficiency with Microsoft Office applications, including Outlook, Word, Excel, and PowerPoint* Ability to multi-task, prioritize effectively, and work with minimal direction in a fast-paced environment* Experience collaborating in multi-disciplinary, team-oriented culturesPreferred Skills/Experience areas include:* Prior military or government experience* Supporting senior leadership or executive-level staff* SAP and SIMBA financial system or other similar financial system tools* Coordinating office activities and supporting high-volume, high-priority work* Familiarity with ARL operationsYour working location will be fully on-site located in State College, PA. **MINIMUM EDUCATION, WORK EXPERIENCE & REQUIRED CERTIFICATIONS**If filled as Office Assistant (ARL) - Senior Support, this position requires:Associate Degree4+ years of relevant experience; or an equivalent combination of education and experience acceptedRequired Certifications:NoneIf 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 acceptedRequired 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 website 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 $46,800.00 - $77,304.00. 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.