APPLICATION INSTRUCTIONS:

• CURRENT PENN STATE EMPLOYEE (faculty, staff, technical service, or student), please login to Workday to complete the internal application process. 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. 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.

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POSITION SPECIFICS​

We are searching for a versatile and experienced Administrative Assistant to join the Applied Research Laboratory (ARL) at Penn State University in our San Diego, CA location.  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
• 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 and file travel claims
• 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
• Take notes and track items during meetings

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
• Current Top Secret security clearance
• Candidates for consideration must submit a cover letter of interest and a resume.

Preferred experience/knowledge includes:

• Knowledge of security procedures and requirements
• SAP Co