Administrative Support Assistant

Administrative Support Team Member

We are searching for a motivated and organized, multi-tasker to join our Administrative Support Team for The Materials and Manufacturing Systems Office (MMSO) of the Applied Research Laboratory (ARL) at Penn State. You will be responsible for all administrative functions, which include a wide variety of business and financial operations and will directly support non-faculty, research engineers, staff and undergrad and grad students.

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

You will:

• Schedule and coordinate meetings; assign badges, process visitor requests, greet visitors, provide necessary information, schedule Teams meetings, and order lunches
• Monitor and maintain budgets, assist with budget reports, track expenditures, and process documents and purchasing card transactions
• Act as point of contact in the recruiting process and a liaison for candidates during the interview process; create job descriptions, coordinate interviews, and initiate new hire paperwork, security clearance requests, network requests, office space, and computer/equipment requests
• Assist MMSO leadership with space planning for new and existing employees; serve as office space administrator
• Track and assist submissions of all MMSO grad student appointments/re-appointments
• Oversee coordination of projects, special events, and programs such as conferences and workshops
• Maintain inventory and order/purchase office supplies; arrange for equipment and maintenance; process work orders for facilities repairs/needs; process shipping, tracking and receiving of documents and packages
• Assist in the preparation of reports and memorandum; handle classified information
• Track, order, and distribute all MMSO awards
• Ensure compliance with ARL and University policies and procedures

Required Skills/Experience areas include:

• Microsoft Office tools
• Standard office procedures
• Ability to express ideas successfully to drive understanding
• Success in environments where various forms of communication and organizational skills were crucial to be effective

Preferred Skills/Experience areas include:

• SAP Concur, Workday or another similar enterprise resource planning tool
• SIMBA including LD Planner Group (specific to PSU) or another integrated management, budgeting, and accounting tool
• ProPricer (government proposal software)
• Archibus or other workplace management tool
• 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, location in State College, PA.

MINIMUM EDUCATION, WORK EXPERIENCE & REQUIRED CERTIFICATIONS

If filled as Administrative Assistant - 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 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 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).

BACKGROUND CHECKS/CLEARANCES

This position requires the following clearances in addition to applicable background checks: PA State Police Criminal Background Check, PA Child Abuse History Clearance Form, Federal (FBI) Fingerprint Criminal Background Check, and the National Sex Offender Registry Clearance (NSOR). Additional clearances may be necessary if you resided outside of Pennsylvania in the past five years. Due to the financial and fiduciary responsibilities of this position, successful completion of a credit history check will be required in addition to standard background checks. This position requires that you operate a motor vehicle as a part of your job duties. A valid driver's license and successful completion of a motor vehicle records check will be required in addition to standard background checks. All positions at ARL require candidates to possess 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

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.