Administrative Office Assistant

Penn State University; University Park (TX); On-site; USD 47,000 - 77,000; Full time

Benefits offered by this job

75% tuition discount

Retirement plans

Paid time off

Job summary

Penn State University’s Applied Research Laboratory (ARL) is seeking an Administrative Office Assistant to provide broad administrative support in the Director’s Office. This on-site role is based in State College, PA and requires strong Microsoft Office skills, calendar management, and discreet handling of confidential information.

The position involves coordinating meetings, travel, events, and office logistics, while liaising with vendors and university partners to ensure smooth operations

Qualifications

• Experience in a professional office environment.
• Proficiency with Microsoft Office including Outlook, Word, Excel, and PowerPoint.
• Ability to multi-task and prioritize in a fast-paced setting.
• Experience collaborating in multi-disciplinary, team-oriented cultures.

Responsibilities

• Provide general administrative support to the Director’s Office and ARL staff.
• Greet visitors and direct inquiries to appropriate offices.
• Schedule and manage calendars for meetings and events.
• Prepare and organize documents, reports, and records.
• Coordinate travel arrangements and travel-related transactions.
• Handle confidential information with discretion and maintain office workflows.
• Manage office activities and vendor relationships.
• Coordinate office moves and equipment arrangements.

Skills

MS Office proficiency

Multi-tasking

Team collaboration

Office environment experience

Education

Associate Degree

GED or HS diploma

Tools

SAP

SIMBA financial system

Job description

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.

Responsibilities

• 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 needed

Additional Responsibilities

• 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 development

Required Skills / Experience Areas

• 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 cultures

Preferred Skills / Experience Areas

• 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 operations

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.

Location

Your working location will be fully on-site located in State College, PA.

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.

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.

Federal Contractors Labor Law Poster

PA State Labor Law Poster

Penn State Policies

Copyright Information

Hotlines