Job Information
Pennsylvania State University Administrative Assistant in Warminster, 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 versatile and experienced Administrative Assistant to join 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 Navy, the Department of Defense (DoD), and the Intel Community (IC). This position provides administrative support to a faced-paced research office environment, supporting faculty, staff, engineers, and student employees, all from a variety of cultures and backgrounds, and will contribute to a wide variety of moderately complex business and financial operations.
You will:
Plan, organize, coordinate, and oversee division activities and events including Sponsor visits
Support administrative functions in business operations, infrastructure planning, and coordination
Proofread documents for appropriate security markings, grammar, spelling, punctuation, and basic formatting
Oversee files, records, databases, and reports
Develop new processes or procedures relevant to the needs of the office
Update and provide financial reports monthly to leadership and principle investigators
Assist in the management and implementation of security policies and procedures
Assist with visitor sign-in, visit requests, and check notifications and security credentials
Log classified material and prepare classified mailings and courier as needed
Perform as recruiting coordinator for all new hires
Serve as coordinator for all student hires
Assist in the preparation of reports and memorandum
Handle and generate classified information
Maintain division files and calendar
Arrange domestic and international travel and meetings
Facilitate communications within the Research and Enterprise Offices, as well as external communications
Manage office resources and supplies
Assist with requisition/purchasing paperwork and coordinate candidate reviews
May interview, train, and direct the work of other support staff, students, and wage payroll personnel
Minimally requires an Associate's degree plus 4 year's of relevant experience of the equivalent combination of education and experience.
Requirements of this position include:
Intermediate Microsoft Office (Word, Excel, Outlook, PowerPoint, and Project) experience
Interest in learning job related software
Knowledge of standard office procedures
Excellent interpersonal and communication skills
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
Ability to obtain a Top Secret security clearance
Preferred experience/knowledge includes:
Active government security clearance
Knowledge of security procedures and requirements
SAP Concur, Shop ONLion, Simba, ProPricer and Workday
Your working location will be in Warminster, PA. Questions related to flexible work should be directed to the hiring manager during the interview process.
Candidates for consideration must submit a cover letter of interest and a resume.
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. 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 a 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:
$42,100.00 - $61,000.00
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
Warminster, PA