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 an experienced and detail-oriented Administrative Assistant to join the Director’s Office of the Applied Research Laboratory (ARL) at Penn State University. Penn State ARL 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. 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).

The purpose of this position is to support the general administrative functions of a wide variety for the assigned work areas including answering phones, greeting/referring/assisting visitors, customers, staff, or others, preparing documents and reports, compiling records, travel requirements, scheduling meetings, organizing and maintaining information, coordinating calendars, analyzing data including budgetary expenditures, and providing general office support.

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

You will:

• Directly support the Legal and Compliance Office and other Director’s Office and Enterprise Offices employees

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

• Process invoices in the University’s financial system

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

• Coordinate and reconcile travel accommodations

• 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 calendars for routine meetings and special events

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

• 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