Administrative Assistant - Division Administrative Lead

APPLICATION INSTRUCTIONS:

• 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.

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.

We are searching for a versatile and experienced Administrative Assistant 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.

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

You will:

• 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).

• Prepare classified and unclassified material including presentations, engineering documents, reports, and mailings.
• Proofread documents for appropriate security markings, grammar, spelling, punctuation, and basic formatting.
• Assist with all aspects of hiring and onboarding of new hires.

• Proficiency with Microsoft Office (Word, PowerPoint, Excel and Outlook).
• 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.

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

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).

FOR FURTHER INFORMATION on ARL, visit our web site .psu.edu.

Employment with the University will require successful completion of background check(s) in accordance with University policies. 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.

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**.

Salary Structure - Information on Penn State's salary structure

Penn State provides a competitive benefits package for full‑time employees designed to support both…