Administrative Support Assistant

Penn State University; State College (Centre County); On-site; USD 38,300 - 61,000; Full time

Benefits offered by this job

75% tuition discount for employees and eligible family members

Comprehensive medical, dental, and vision coverage

Robust retirement plans

Substantial paid time off

Job summary

The Pennsylvania State University is seeking a versatile Administrative Assistant for the Fluid Dynamics and Acoustics Office. This role involves supporting daily office activities, managing schedules, and ensuring compliance with policies. Candidates should be detail-oriented and proficient in Microsoft Office, with a focus on exceptional customer service.

Qualifications

• Proficiency in Microsoft Office tools is required.
• Associate Degree or GED/High School is necessary.
• Experience in standard office procedures is preferred.

Responsibilities

• Provide support for scheduling, personal calendars, and travel arrangements.
• Plan and organize daily office activities and administrative processes.
• Monitor financial transactions and reconcile financial reports.

Skills

Detail oriented

Good communication

Ability to learn software

Education

Associate Degree

General Equivalency Diploma (GED) or High School

Tools

Microsoft Office

Job description

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.

POSITION SPECIFICS

We are searching for a versatile and experienced Administrative Assistant to join our Fluid Dynamics and Acoustics Office (FDAO) 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).

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

You will:

• Provide support for scheduling, personal calendars, and travel arrangements

• Plan, organize, support, and coordinate daily office activities and administrative processes within an office or unit

• Coordinate meeting logistics including scheduling, material preparation, and agendas

• Collect, organize, research, and analyze information and data to prepare reports

• Create and maintain files and databases

• Monitor financial transactions and reconcile financial reports

• Maintain inventory and order office supplies; arrange for equipment maintenance; process work orders for facilities needs

• Provide support and coordinate meetings and events (reserve rooms, prepare agendas and materials, coordinate refreshments, security and vendor-delivered meals)

• May perform non-routine and confidential administrative duties, and proxy responsibilities as authorized

• May interview, train, and direct the work of other support staff, students, and wage payroll personnel

Additional responsibilities for higher level position includes:

• Provide coordination for external visitors, while meeting security guidelines and requirements

• Communicate with and provide exceptional customer service for internal and external stakeholders (government, industry, University and ARL-specific)

• Ensure compliance with work unit and/or University policies and procedures

Required Skills and Experience Include:

• Proficiency in Microsoft Office tools

• Successful experience in standard office procedures and policies

• Ability and willingness to learn job-related software

• Detail oriented

• Good communication and written skills

• Ability to work independently as well as in a team environment

• Active security clearance

Preferred Skills and Experience Include:

• Adaptability

• Attention To Detail

• Calendaring

• Customer Service

• Time Management

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.

This position could consist of hybrid work. Time will eventually be split between on-site/work from home, with the on-site being at University Park, PA. Questions related to flexible work should be directed to the hiring manager during the interview process.

MINIMUM EDUCATION, WORK EXPERIENCE & REQUIRED CERTIFICATIONS

If filled as Administrative Assistant - Senior Support, this position requires:Associate Degree4+ years of relevant experience; or an equivalent combination of education and experience acceptedRequired Certifications:NoneIf filled as Administrative Assistant - 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 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.

FOR FURTHER INFORMATION on ARL, visit our web site 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.All positions at ARL require candidates topossess the ability to obtain a government security clearance; you will be notified during the interview process if this position is subject to a government background investigation. You must be a U.S. citizen to apply. Employment with the ARL will require successful completion of a pre-employment drug screen.

SALARY & BENEFITS

The salary range for this position, including all possible grades, is $38,300.00 - $61,000.00.**THE PROPOSED SALARY RANGE MAY BE IMPACTED BY GEOGRAPHIC DIFFERENTIAL**

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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