Administrative Office Coordinator

Penn State University; State College (Centre County); On-site; USD 52,000 - 77,000; Full time

Job summary

Penn State University’s ARL All-Domain Analytics and Signatures Office seeks an experienced Administrative Office Coordinator to support division heads and leadership on-site in State College, PA. The role emphasizes proactive scheduling, procurement, travel coordination, and confidential administrative duties in a fast-paced government-facing environment.

Ideal candidates bring 4+ years of relevant experience, an Associate Degree, and fluency with SAP/Concur, Workday, and Atlassian tools, along

Qualifications

• Associate degree required with 4+ years of relevant administrative experience.
• Experience handling travel, expense, and procurement processes is preferred.
• Proficiency in Microsoft Office and ability to manage confidential information.
• Strong organization, communication, and coordination skills required.

Responsibilities

• Complete general administrative functions for division heads and leadership.
• Perform moderately complex confidential administrative duties.
• Act as point of contact and monitor HR, security, IT, and facility processes to meet deadlines.
• Update personnel records and email distribution lists across the division.
• Coordinate and maintain schedules across offices, including government sponsors.
• Initiate purchasing and procurement requests and maintain office supply inventory.
• Provide complex travel support, including researcher visit requirements, booking, scheduling, and expense reconciliation.

Skills

Collaboration with teams/projects

Microsoft Office

Confidentiality in fast-paced office

Education

Associate Degree

Tools

SAP/Concur travel/expense tool

Workday

Atlassian Confluence/Jira

Job description

POSITION SPECIFICS

We are searching for a highly experienced administrative office coordinator who is proactive, team-oriented, quality conscious, and customer-service focused to join the All-Domain Analytics and Signatures Office of the Applied Research Laboratory (ARL) at Penn State. You will assist with the administrative workload and workflow across A2SO to include setting priorities, improving efficiency, meeting deadlines, ensuring compliance, and assisting the division needs.

• Complete general administrative functions and activities for A2SO division heads and leadership
• Perform moderately complex and confidential administrative duties
• Act as point of contact and monitor human resources, security, IT, and facility processes and documentation to ensure deadlines are met
• Update personnel records for the division, update email distribution lists
• Coordinate, prioritize, and maintain schedule and calendar of meetings, appointments and special events in multiple calendars across offices, to include government sponsors
• Initiate purchasing and procurement request, maintain office supply inventory, while following procurement policies and sponsor requirements
• Provide complex travel support for employees to include researcher visit requirements, booking reservations, arranging schedules, and reconciling travel expenses

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

Required Skills/Experience areas include:

• SAP/Concur or similar travel/expense/invoice tool
• Workday or similar human capital tool
• Atlassian tools such as Confluence/Jira , or similar collaboration tool
• Collaboration with teams, projects, or programs
• Proficiency in Microsoft Office (PowerPoint, Word, Outlook, and Excel)
• Success in a fast-paced office environment, where confidentiality and various forms of communication and organizational skills were crucial to be effective

Preferred Skills/Experience areas include:

• Security Information Management System , or similar security/visit request system Classified Control System
• Penn State University policies and procedures
• Current eligibility for access to classified information at the Secret level or higher and may be subject to a government background investigation to upgrade clearance eligibility, if required

MINIMUM EDUCATION, WORK EXPERIENCE & REQUIRED CERTIFICATIONS

• Associate Degree
• 4+ years of relevant experience; or an equivalent combination of education and experience accepted

Required Certifications: None

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

Background Checks/Clearances

• Employment with the University will require successful completion of background check(s) in accordance with University policies.
• 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.

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 website at www.arl.psu.edu .

Salary & Benefits

The salary range for this position, including all possible grades, is $51,504.00 - $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