Administrative Support Assistant

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• 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.

Approval of remote and hybrid work is not guaranteed regardless of work location.For additional information on remote work at Penn State, seeNotice to Out of State Applicants.

POSITION SPECIFICS

We are searching for motivated, organized, multi-taskers interested in an administrative support career to join our administrative team in the Materials and Manufacturing Systems Office (MMSO) at the Applied Research Laboratory (ARL) at Penn State. These positions will be responsible for all administrative functions, which include a wide variety of business and financial operations and will directly support on-site/off-site non-tenured faculty, research engineers, and staff.

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

You will:

• Plan, organize, coordinate, and facilitate daily office activities, which include various communications, calendar maintenance, and travel arrangements

• Process, support, and maintain various work unit forms, proposals, files, records, databases, and backup documentation

• Provide support for a wide variety of meetings (scheduling rooms, preparing agendas/meeting materials, oversight of meeting logistics, audio-visual setups, security, refreshments, and vendor-delivered meals)

• 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)

• Monitor and maintain budgets, assist with budget reports, track expenditures, and process documents and purchasing card transactions

• Act as point of contact and liaison for hiring managers, talent acquisition, and candidates during the recruitment process, including creating job descriptions, coordinating interviews, and initiating new hire paperwork, security clearance requests, network requests, office space, and computer/equipment requests

• Oversee coordination of projects, special events, and/or programs such as conferences and workshops

• Resolve inquiries and ensure compliance with ARL and University policies and procedures

• Maintain inventory and order/purchase office supplies; arrange for equipment/maintenance; process work orders for facilities repairs/needs; process shipping, tracking, and receiving of documents and packages

• Handle, generate, and maintain sensitive and classified information

• Assist with administrative coverage in MMSO areas as needed

• May coordinate work assignments and interview, train, and direct the work of other support staff, students, and part-time employees

Required skills/experience areas include:

• Proficiency in Microsoft Office tools

• Successful experience with standard office procedures and policies

• Agility in managing multiple priorities concurrently

• Ability to 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

• Willing and qualified to obtain and maintain a government security clearance

Preferred skills/experience areas include:

• Expense, travel, and invoice management tools such as SAP Concur, or another similar

• Human capital management tools such as Workday, or another similar

• Financial systems such as PSU Simba, or another similar

• Proposal pricing software such as ProPricer, or similar

• 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 Freeport, PA; however, the opportunity to occasionally work from home in a limited capacity is available. Questions related to flexible work should be directed to the hiring manager during the interview process.

MINIMUM EDUCATION, WORK EXPERIENCE & REQUIRED CERTIFICATIONS

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

SALARY & BENEFITS

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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