ARL Office Assistant

The Applied Research Laboratory at Penn State University; University Park (TX); On-site; USD 46,800 - 77,304; Full time

Benefits offered by this job

75% tuition discount

Full-time benefits package

Job summary

The Applied Research Laboratory at Penn State University is seeking a versatile Office Assistant to support the Undersea Systems Office (USO) in State College, PA. The role involves coordinating travel, meetings, data management, and onboarding of new hires, with attention to security and confidentiality.

Ideal candidates will have an Associate Degree or equivalent experience, strong Microsoft Office skills, and the ability to manage multiple priorities in a fast-paced environment. U.S.

Qualifications

• Associate degree or equivalent combination of education and experience.
• Strong Microsoft Office skills and experience in an office setting.
• Ability to manage multiple priorities with discretion and confidentiality.
• Eligibility to obtain a U.S. government security clearance (Secret).

Responsibilities

• Coordinate domestic and international travel arrangements for program engineers.
• Support meetings by scheduling rooms, agendas, materials and logistics.
• Manage data, files, and calendars; onboarding new hires.
• Coordinate external visitors and ensure security guidelines are followed.
• Provide professional communication with stakeholders (government, industry, university, ARL).
• Prepare classified materials and assist with security-compliant documentation.

Skills

MS Office

Prioritization

Discretion & confidentiality

Effective communication

Team coordination

Security clearance eligibility

Education

Associate Degree

GED or HS diploma plus experience

Tools

Microsoft Office

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’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.

Approval of remote and hybrid work limit

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.

Responsibilities

• 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

• Associate Degree 4+ years of relevant experience; or an equivalent combination of education and experience accepted (if filled as Office Assistant (ARL) - Senior Support)
• Required Certifications: None
• General Equivalency Diploma (GED) or High School (HS) 2+ years of relevant experience; or an equivalent combination of education and experience accepted (if filled as Office Assistant (ARL) - Intermediate Support)
• Required Certifications: None

Location

Your working location will be fully onsite, 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.

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.

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 coverage, comprehensive dental coverage, comprehensive 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.

EEO Statement

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.