ARL Office Assistant

The Pennsylvania State University; Ferguson Township (PA); On-site; USD 47,000 - 77,000; Full time

Benefits offered by this job

75% tuition discount

Job summary

The Pennsylvania State University’s Applied Research Laboratory seeks versatile Office Assistants for the Undersea Systems Office. You will coordinate travel, support meetings, manage calendars, and assist with hiring while upholding security and confidentiality. This role offers exposure to DoD-linked programs and a strong benefits package.

ARL emphasizes security clearances, cross-functional collaboration, and handling sensitive information in a fast-paced office environment.

Qualifications

• Microsoft Office suite experience (Word, PowerPoint, Excel, Outlook).
• Ability to manage multiple priorities with agility.
• Ability to resolve issues and prioritize work independently and in teams.
• Discretion and confidentiality in handling information.
• Strong office communication and organizational skills.
• Eligibility to obtain a U.S. government security clearance (Secret).
• Associate Degree or equivalent required for Senior Support.
• 4+ years relevant experience; or an equivalent combination of education and experience.
• GED or High School diploma; 2+ years relevant experience for Intermediate Support.

Responsibilities

• Coordinate a large volume of complex domestic and international travel for program engineers (researching visit requirements, booking reservations, arranging schedules, and reconciling travel expenses).
• Provide support for meetings (scheduling rooms, preparing agendas/ materials, overseeing logistics including AV, security, refreshments, and vendor meals).
• Manage data, files, and calendars.
• Coordinate external visitors with security guidelines and requirements.
• Communicate with internal and external stakeholders (government, industry, University, ARL).
• Assist with all administrative aspects of hiring and onboarding of new hires.
• Prepare classified material and compliance docs for higher-level role.
• Proofread documents for proper security markings, grammar, and formatting.

Skills

Microsoft Office

Prioritization

Discretion & confidentiality

Office communication

Security clearance eligibility

Multitasking

Education

Associate Degree

4+ years experience

GED/HS

2+ years (Intermediate)

Job description

POSITION SPECIFICS

We are searching for versatile and experienced Office Assistants to join the Undersea Systems Office (USO) at the Applied Research Laboratory (ARL) at Penn State. USO serves as a research center of excellence in undersea weapons, unmanned undersea vehicles, and advanced sonars supporting our national security and undersea warfare sponsors through the development and demonstration of science and technology with the expertise, tools, and processes to take concepts from the early developmental phase through transition to industry and the fleet. We support our national security and undersea warfare sponsors through the development and demonstration of science and technology with the expertise, tools, and processes to take concepts from the early developmental phase through transition to industry and the fleet. ARL is an authorized DoD SkillBridge partner and welcomes all transitioning military members to apply.

You will:

• Coordinate a large volume of complex domestic and international travel in support of program engineers (researching visit requirements, booking reservations, arranging schedules, and reconciling travel expenses)
• Provide support for a wide variety of meetings (scheduling rooms, preparing agendas/ meeting materials, overseeing meeting logistics including audio-visual setups, security, refreshments, and vendor-delivered meals)
• Manage data, files, and calendars
• Provide coordination and oversight for external visitors, ensuring that security guidelines and requirements are followed
• Communicate with and provide exceptional customer service for internal and external stakeholders (government, industry, University, and ARL-specific)
• Assist with all administrative aspects of hiring and onboarding of new hires

Additional responsibilities for the higher-level position include:

• Prepare classified material including presentations, engineering documents, mailings and data transfers in compliance with requirements of the Defense Counterintelligence and Security Agency (DCSA)
• Proofread documents for appropriate security markings, grammar, spelling, punctuation, and basic formatting

Required skills/experience areas include:

• Microsoft Office (Word, PowerPoint, Excel and Outlook)
• Agility in managing multiple competing priorities
• Resolve issues and prioritize work, both independently and as a team member, in support of multiple unit and program leaders
• Demonstrated ability to exercise discretion and confidentiality
• Success in an office environment, where various forms of communication and organizational skills were crucial to be effective
• Current eligibility to obtain a clearance at the Secret level

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

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 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.

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.

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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