Administrative Support Assistant

• CURRENT PENN STATE EMPLOYEE (faculty, staff, technical service, or student), please login to Workday to complete the internal application process. Please do not apply here, apply internally through Workday.
• 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.

POSITION SPECIFICS

We are searching for a versatile and experienced Administrative Assistant to join our Fluid Dynamics and Acoustics Office (FDAO) at the Applied Research Laboratory (ARL) at Penn State. 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 Skill Bridge partner and welcomes all transitioning military members to apply.

You will:

• Provide support for scheduling, personal calendars, and travel arrangements

• Plan, organize, support, and coordinate daily office activities and administrative processes within an office or unit

• Coordinate meeting logistics including scheduling, material preparation, and agendas

• Collect, organize, research, and analyze information and data to prepare reports

• Create and maintain files and databases

• Monitor financial transactions and reconcile financial reports

• Maintain inventory and order office supplies; arrange for equipment maintenance; process work orders for facilities needs

• Provide support and coordinate meetings and events (reserve rooms, prepare agendas and materials, coordinate refreshments, security and vendor-delivered meals)

• May perform non-routine and confidential administrative duties, and proxy responsibilities as authorized

• May interview, train, and direct the work of other support staff, students, and wage payroll personnel

Additional responsibilities for higher level position includes:

• Provide coordination for external visitors, while meeting security guidelines and requirements

• Communicate with and provide exceptional customer service for internal and external stakeholders (government, industry, University and ARL-specific)

• Ensure compliance with work unit and/or University policies and procedures

Required Skills and Experience Include:

• Proficiency in Microsoft Office tools

• Successful experience in standard office procedures and policies

• Ability and willingness to learn job-related software

• Detail oriented

• Good communication and written skills

• Ability to work independently as well as in a team environment

• Active security clearance

Preferred Skills and Experience Include:

• Adaptability

• Attention To Detail

• Calendaring

• Customer Service

• Time Management

Candidates must submit a cover letter of interest and a resume in order to be considered. Your working location will be in State College, PA. Questions related to flexible work should be directed to the hiring manager during the interview process.

This position could consist of hybrid work. Time will eventually be split between on-site/work from home, with the on-site being at University Park, PA. Questions related to flexible work should be directed to the hiring manager during the interview process.

MINIMUM EDUCATION, WORK EXPERIENCE & REQUIRED CERTIFICATIONS

ARL at Penn State is an integral part of one of the leading research universities in the nation and serves as a University center of excellence in defense science, systems, and technologies with a focus in naval missions and…