Administrative Office Management Position

Position Specifics We are searching for an experienced, highly organized, and customer-service-oriented Administrative Office Assistant to join the Director’s Office at the Applied Research Laboratory (ARL) at Penn State. This position provides broad administrative support for a dynamic and fast-paced office environment.

Responsibilities Provide general administrative support to the Director’s Office and other assigned ARL offices and staff

Greet visitors, answer incoming calls, and direct customers, staff, and guests to the appropriate person or office

Prepare, review, organize, and maintain documents, reports, correspondence, records, and databases

Coordinate travel arrangements and reconcile travel-related transactions

Support confidential administrative functions and handle sensitive information with discretion

Organize and help manage daily office activities, including resolving scheduling issues and supporting office workflows

Purchase office supplies, compare vendor costs, and maintain vendor and tax-exempt accounts

Maintain employee mailboxes, office addresses, organizational charts, and other office tracking systems

Coordinate logistics for office moves, including phones, equipment, and furniture

Submit requests to Facilities and IT through the Service Desk as needed

Additional Responsibilities Coordinate meetings, workshops, conferences, outreach activities, and special events, including scheduling, logistics, registration, itineraries, facilities coordination, and communication with participants and vendors

Serve as a liaison with vendors, service providers, University offices, sponsors, and external organizations to facilitate administrative and operational activities

Protect sensitive, proprietary, export-controlled, and Controlled Unclassified Information (CUI) by following established information handling procedures, access controls, records management practices, and cybersecurity requirements

Support compliance with organizational security procedures by assisting with visitor coordination, facility access documentation, required training records, and administrative actions associated with secure operations

Respond to administrative issues and requests while ensuring compliance with applicable University policies, federal regulations, contractual requirements, and operational procedures

May supervise administrative support staff, including hiring, onboarding, training, work assignment, performance management, and professional development

Required Skills / Experience Areas Business-related or other professional office environment

Proficiency with Microsoft Office applications, including Outlook, Word, Excel, and PowerPoint

Supporting senior leadership or executive-level staff

SAP and SIMBA financial system or other similar financial system tools

Coordinating office activities and supporting high-volume, high-priority work

Familiarity with ARL operations

Minimum Education, Work Experience & Required Certifications If filled as Office Assistant (ARL) - Senior Support, this position requires: If filled as Office Assistant (ARL) - Intermediate Support, this position requires: Location Your working location will be fully on-site 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. S. citizen to apply.

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.

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. 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 View phone number on click.appcast.io.

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