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.

JOB DESCRIPTION AND POSITION REQUIREMENTS:

We are searching for a versatile and experienced Administrative Assistant to join the Undersea Systems Office (USO) at the Applied Research Laboratory (ARL) at Penn State.  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). 

USO serves as a research center of excellence in undersea weapons, unmanned undersea vehicles, and advanced sonars supporting our national security and undersea warfare sponsors through the development and demonstration of science and technology with the expertise, tools, and processes to take concepts from the early developmental phase through transition to industry and the fleet.

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

You will:

• Coordinate a large volume of complex domestic and international travel in support of program engineers (researching visit requirements, booking reservations, arranging schedules, and reconciling travel expenses)

• Provide support for a wide variety of meetings (scheduling rooms, preparing agendas/ meeting materials, overseeing meeting logistics including audio-visual setups, security, refreshments, and vendor-delivered meals)

• Manage data, files, and calendars

• Provide coordination and oversight for external visitors, ensuring that security guidelines and requirements are followed

• Communicate with and provide exceptional customer service for  internal and external stakeholders (government, industry, University, and ARL-specific)

Additional responsibilities for higher level position include:

• Prepare classified and unclassified material including presentations, engineering documents, reports, and mailings

• Proofread documents for appropriate security markings, grammar, spelling, punctuation, and basic formatting

• Assist with all aspects of hiring and onboarding of new hires

Required skills/experience areas include:

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

• Successful experience in standard office procedures and policies

• 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

• Success in an office environment, where various forms of communication and organizational skills were crucial to be effective

  <