Job Information
Pennsylvania State University Administrative Assistant in University Park, Pennsylvania
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 a motivated and talented individual to join our Administrative Support Team in The Materials and Manufacturing Office (MMO) of the Applied Research Laboratory (ARL) at Penn State. You will be responsible for administrative functions, which include a wide variety of business and financial operations and will directly support onsite/offsite faculty and staff.
ARL is an authorized DoD SkillBridge partner and welcomes all transitioning military members to apply.
You will:
Plan, organize, coordinate, oversee, and facilitate daily office activities, which include communications, calendar maintenance, travel arrangements and expense reports, and purchases; oversight of work unit forms, files, records, reports, and databases; handling/maintaining confidential and/or sensitive material; and assist with administrative coverage in the MMO areas as needed
Schedule, coordinate, and support meetings; assign badges, process visitor requests, greet visitors and provide necessary information
Monitor and maintain budgets, assist with budget reports, and track expenditures in SIMBA and ProPricer and process documents and purchasing card transactions.
Act as point of contact and liaison for interview candidates in the recruitment process from the creation of job descriptions, coordinating interviews, and initiating new hire paperwork, security clearance requests, network requests, office space, and computer/equipment requests
Oversee coordination of projects, special events, and/or programs such as conferences and workshops
Ensure compliance with ARL and University policies and procedures
Maintain office files, calendar appointments, and set up zoom/teams meetings
Maintain inventory and order/purchase office supplies; arrange for equipment -maintenance; process work orders for facilities repairs/needs
Assist leadership team with calendar requests, travel arrangements, spreadsheets, distribution lists, and meeting coordination
Assist in the preparation of reports and memorandum and handle classified information
May handle and generate classified information
This position will be filled at an Intermediate Level. Minimally requires a high school diploma and 2 years’ related experience, or an equivalent combination of education and experience.
Required skills/experience areas include:
Proficiency in Microsoft Office tools
Knowledge of standard office procedures
Strong organizational skills
Strong oral, written, and interpersonal communication skills
Ability to mult-task
Preferred skills/experience areas include:
SAP Concur, Workday or another similar enterprise resource planning tool
SIMBA (specific to PSU) or another integrated management, budgeting, and accounting tool
ProPricer (government proposal software)
Your working location will be fully on-site, 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 proposed salary range may be impacted by geographic differential.
The salary range for this position, including all possible grades is:
$38,300.00 - $55,500.00
Salary Structure (https://hr.psu.edu/current-employee/compensation/staff-salary-grades-and-leveling-matrix) - 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
University Park, PA