Office Coordinator; on-site in Keyport, WA

We are searching for a versatile, dynamic, and experienced Office Coordinator to join the Vehicle Operations and Test Division of the Undersea Systems Office (USO) at the Penn State Applied Research Laboratory (ARL). The division is located at the Naval Undersea Warfare Center in Keyport, WA. This on‑site position provides office management and coordination of all administrative needs for the division and a large volume of travelers from other ARL locations.

Approval of remote and hybrid work is not guaranteed regardless of location.

• Coordinate security needs of visitors to NUWC Keyport for all visiting ARL teams, following strict protocols as required by Naval Base Kitsap–Keyport
• Communicate and provide exceptional customer service, meeting a variety of facility and administrative support needs for diverse stakeholders including internal ARL, external NUWC Keyport, other government, and industry personnel
• Purchase materials and supplies for the division and project‑specific builds and fabrications, coordinating with outside vendors and internal stakeholders
• Provide complex domestic and international travel support to program engineers, including researching visit requirements, booking reservations, arranging schedules, and reconciling travel expenses
• Handle shipping/receiving, maintain inventory, and coordinate required documentation for all shipments
• Manage data, files, inventory, and office calendars for the local division
• Provide logistical and administrative support for a variety of meetings, including scheduling rooms, sending meeting invites, and monitoring meeting status
• Coordinate and track employee certifications for use of heavy machinery and submit required certifications
• Assist with facets of human resources, including submission of overtime paperwork, recruitment, onboarding, and off‑boarding of employees
• Assist with preparation and proofreading of classified and unclassified material, including presentations, engineering documents, reports, and mailings
• Assist division head with filtering and prioritizing communications, monitoring critical action items, and organizing digital workflows; serve as gatekeeper for tracking urgent emails to ensure timely responses and follow‑ups

• Proficiency with Microsoft Office (Word, PowerPoint, Excel, Outlook)
• Ability to manage time and resources efficiently, problem‑solve, prioritize, and work both independently and cooperatively as part of a team in a fast‑paced environment
• Successful experience managing an office environment and administrative coordination of activities
• Excellent communication, organizational, and interpersonal skills
• Demonstrated ability to exercise discretion and confidentiality
• Coordination of multiple calendars and itinerary arrangement
• Exceptional attention to detail
• Professionalism and motivation to solve problems proactively
• Event planning experience
• Active security clearance at the Secret level or higher, or willingness to obtain and maintain one

Associate Degree, 4+ years of relevant experience, or an equivalent combination of education and experience accepted. No required certifications.

Employment requires successful completion of a background check in accordance with University policies. All positions at ARL require the ability to obtain a government security clearance. Candidates must be U.S. citizens and will be notified of any required investigation during the interview process. A pre‑employment drug screen is also required.

Salary range: $42,100.00 – $61,000.00 (may be impacted by geographic differential). Full‑time employees receive a competitive benefits package, including medical, dental, and vision coverage, retirement plans, paid time off, and a 75% tuition discount for employees and eligible dependents.

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.