Administrative Office Coordinator

Penn State University; University Park (TX); On-site; USD 52,000 - 77,000; Full time

Benefits offered by this job

Tuition discount 75%

Job summary

Penn State University is seeking an experienced administrative office coordinator for the Applied Research Laboratory's All-Domain Analytics and Signatures Office. This role requires proactive, detail-oriented admin support across leadership, HR, security, IT, and procurement.

Responsibilities include managing complex calendars, maintaining records, coordinating travel for researchers, and ensuring deadlines. On-site work in State College, PA, with security clearances as applicable.

Qualifications

• Associate Degree and 4+ years of relevant experience.
• Background checks and security clearance requirements may apply.

Responsibilities

• 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 HR, 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

Skills

SAP/Concur

Workday

Confluence/Jira

Team collaboration

Microsoft Office

Confidentiality

Education

Associate degree

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 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.

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

You will:

• 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

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

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

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.

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.

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 $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 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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