APPLICATION INSTRUCTIONS:

• CURRENT PENN STATE EMPLOYEE (faculty, staff, technical service, or student), please login to Workday to complete the internal application process (https://pennstateoffice365.sharepoint.com/:b:/s/KnowledgeBaseArticlesSharing/EfiwgKReZ4VAjprFZPKWUm0Bq_sU3KzTmERfpryq0esPKQ) . 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. (https://pennstateoffice365.sharepoint.com/:b:/s/KnowledgeBaseArticlesSharing/Eeys15Xva4hFokHVtbP1eGIB5i1WFLc-J3k9KHgrFYZ7mg) 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 (https://hr.psu.edu/sites/hr/files/Application_Process_for_External_Applications_Non-Penn_State_Employees_.pdf) .

JOB DESCRIPTION AND POSITION REQUIREMENTS:

We are searching for an experienced Administrative Assistant to join the Business Services Office of the Applied Research Laboratory (ARL) at Penn State University. ARL’s purpose is to research and develop innovative solutions to challenging scientific, engineering, and technology problems in support of the U.S. Navy, the Department of Defense (DoD), and the Intel Community (IC).

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

You will:

• Directly support and report to the Chief Financial Officer (CFO) Director of ARL Business Services; support all business services managers and office staff

• Manage incoming and outgoing classified visit requests for ARL State College as well as all offsite locations

• Process ARL Subcontracts Office invoices in the University’s financial system

• Coordinate confidential administrative duties for the ARL Director's office

• Assist in the recruitment and onboarding process for new employees

• Coordinate meeting events and travel accommodations

• Oversee and assist in overall management of the Business Services Offices

• Organize, coordinate, and direct daily office activities; assist your supervisor with the resolution of issues or conflicts by researching issues and making recommendations

• Schedule, prioritize, and maintain CFO calendar of routine meetings and special events; arrange and reconcile travel arrangements and visit requests for CFO, managers, and staff of Business Services

• Greet guests, answer the phone on behalf of the Business Services Office, and refer/transfer internal and external customers to the appropriate work unit

• Process requests for quotations (RFQ's)

• Prepare, review, organize, and maintain a variety of security forms, databases, reports, and correspondence

• Purchase supplies, compare vendor costs, establish tax-exempt accounts with various vendors, and order desktop supplies and materials

• Maintain individual employee mailboxes and office addresses

• Maintain and update the organizational chart, create and maintain various employee databases; gather logistics to move employee offices, phone sets/lines, and equipment/furniture

• Initiate requests to Facilities and IT via the Service Desk

This position will be filled at the senior support level. Minimally, this requires an Associate’s Degree or higher and 4+ years of related experience, or an equivalent combination of education and experience.

Required skills/experience areas include:

• Experience in a business-related or other professional environment

• Proficiency with Microsoft Office (Outlook, Word, Excel)

• The ability to effectively multi-task, prioritize, and work with minimal direction in a fast-paced environment while providing a high level of customer service

• Exhibit a high degree of professionalism, self-motivation, and discretion

• Hold excellent organizational skills

• A strong attention-to-detail

• Possess excellent written and verbal communication skills

Preferred skills/experience areas include:

• Prior military or government background

• Experience with SAP based financial systems

• Experience organizing and providing oversight of office activities

• Exposure to working on high-priority, high-volume projects

• Prior coordination/handling of recurring programs

Your work location will be hybrid on-site/work-from-home, located in State College, PA.

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 related areas.

You will be subject to a government security investigation, and you must be a U.S. citizen to apply. Employment with the ARL will require successful completion of a pre-employment drug screen.

ARL is committed to diversity, equity, and inclusion; we believe this is central to our success as a Department of Defense designated University Affiliated Research Center (UARC). We are at our best when we draw on the talents of all parts of society, and our greatest accomplishments are achieved when diverse perspectives are part of our workforce.

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

The pay range for this position, including all possible grades is:

$42,100.00 - $61,000.00

Salary Structure (https://hr.psu.edu/current-employee/compensation/comp-modernization) - additional information on Penn State's job and salary structure.

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. The ASR is available for review here (https://police.psu.edu/annual-security-reports) .

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

EEO IS THE LAW

Penn State is an equal opportunity, affirmative action 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 814-865-1473.

Federal Contractors Labor Law Poster (https://affirmativeaction.psu.edu/files/2022/01/Federal-Contractors-Labor-Law-Poster.pdf)

PA State Labor Law Poster

Affirmative Action (https://policy.psu.edu/policies/hr11)

Penn State Policies

Copyright Information (https://www.psu.edu/copyright-information)

Hotlines

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