Administrative Support Assistant

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• 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.

Approval of remote and hybrid work is not guaranteed regardless of work location.For additional information on remote work at Penn State, seeNotice to Out of State Applicants.

POSITION SPECIFICS

We are searching for an experienced, positive, customer service oriented, and quality-conscious Administrative Support Assistant to join our Enterprise Operations Office, located in Annapolis Junction, Maryland, at 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).

You will provide administrative and security support in a fast-paced environment. You will be supporting 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, and providing general office support.

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

You will:

• Oversee the daily operations of the facility; providing administrative support to the NBP Site Director, Office Director, staff, contractors, and consultants; while coordinating with others as needed to complete tasks

• Manage incoming and outgoing classified visit requests, greeting visitors with professionalism and direct to their host or escort

• Maintain and update organizational chart, create and maintain various employee databases; gather logistics to move employee offices, phone sets/lines, and equipment/furniture

• Disseminate mail to appropriate employees; provide mail and parcel shipping and receiving support; including signing for all packages and record receipts in a mail log

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

• Organize, coordinate, and direct daily office activities; assist your supervisor with the resolution of issues or conflicts by researching issues and making recommendations

• Work with ARL Security Office to support and oversee/audit compliance of all security programs, practices, and procedures; handle and maintain classified information

• Act as a resource on a variety of areas, assisting supervisor in resolving questions or inquiries regarding policies, processes, and procedures, and making recommendations to ensure compliance

• Research, draft, or compose letters, memos, reports, spreadsheets, speeches, projects, requisitions, and newsletters for internal and external communications

• Oversee coordination of activities, meetings, projects, special events, programs, sponsor visits, and other functions

• Analyze and develop new or update current systems, processes, or procedures to better support office needs

• Coordinate support staff responsibilities with other members of the team

• Complete off-boarding tasks with departing personnel; gathering IT equipment, debriefs, and badges

• Coordinate with ARL Facilities to request and execute work orders via ServiceDesk and JIRA ticketing system

• Purchase, monitor, and maintain offices supplies to support the staff and establish tax-exempt accounts with various vendors when necessary

• Gather personnel availability to generate and disseminate the weekly Dashboard

• Coordinate and reconcile travel accommodations

• Prepare, review, organize, and maintain a variety of security forms, databases, reports, and correspondence

• Perform monthly inspections of first aid equipment, badges, and visitor logs

• Schedule, prioritize, and maintain calendars for routine meetings and special events

Required skills/experience areas include:

• Experience in a business-related or other professional environment

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

• Ability to effectively multi-task, prioritize, and work with minimal direction in a fast-paced environment while providing a high level of customer service

• Excellent organizational skills

• Professionalism, self-motivation, discretion, and excellent written and verbal communication skills

Preferred skills/experience areas include:

• SAP Concur and SIMBA financial systems

• Security procedures and requirements

• An active government security clearance

• Prior military or government background

• Exposure to working on high-priority, high-volume projects

Your work location will be fully on-site, located in Annapolis Junction, Maryland.

MINIMUM EDUCATION, WORK EXPERIENCE & REQUIRED CERTIFICATIONS

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).

FOR FURTHER INFORMATION on ARL, visit our web site at www.arl.psu.edu.

BACKGROUND CHECKS/CLEARANCES

SALARY & BENEFITS

Salary Structure - Information on Penn State's salary structure

Penn State provides a competitive benefits package for full-time employees designed to support both personal and professional well-being. In addition to comprehensive medical, dental, and vision coverage, employees enjoy robust retirement plans and substantial paid time off which includes holidays, vacation and sick time. One of the standout benefits is the generous 75% tuition discount, available to employees as well as eligible spouses and children. For more detailed information, please visit our Benefits Page.

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.

EEO IS THE LAW

Penn State is an equal opportunity 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.

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