Office Coordinator; on-site in Keyport, WA

Position Overview

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 Vehicle Operations and Test Division is located at the Naval Undersea Warfare Center in the town of Keyport, WA. This position provides onsite office management and coordination of all administrative needs to the local division as well as a large volume of travelers from other ARL locations.

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

• 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 as well as project‑specific builds and fabrications by coordinating with outside vendors and internal stakeholders.
• Provide complex domestic and international travel support to program engineers to include researching visit requirements, booking reservations, arranging schedules, and reconciling travel expenses.
• Handle shipping/receiving needs, maintain inventory, and coordinate required documentation for all shipments.
• Manage data, files, inventory, and office calendars for local division.
• Provide logistical and administrative support for a variety of meetings in office and off‑site to include 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, and 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, monitor critical action items, and organize digital workflows. Serve as gatekeeper for tracking urgent emails to ensure timely responses and follow‑ups.

• Proficiency with Microsoft Office (Word, PowerPoint, Excel and Outlook).
• The ability to manage time and resources efficiently, problem‑solve, prioritize, and work both independently and cooperatively as a team member in a fast‑paced and uniquely challenging 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 recognize and solve problems before being directed to do so.
• Event planning experience.
• Active security clearance, at the Secret level or higher, or willingness to obtain and maintain a government security clearance.

Candidates must submit a cover letter of interest and a resume in order to be considered. Your working location will be fully onsite in Keyport, WA.

Associate Degree, 4+ years of relevant experience; or an equivalent combination of education and experience accepted. Required

Certifications:

None.

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. You must be a U.S. citizen to apply.

The salary range for this position,…