Administrative Assistant - Division Administrative Lead

Penn State University • University Park, IL

1d • Onsite

About The Position

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. 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 the 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

Requirements

• Proficiency with Microsoft Office (Word, PowerPoint, Excel and Outlook)
• 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
• Success in an office environment, where various forms of communication and organizational skills were crucial to be effective
• Current eligibility for access to classified information at the Secret level or higher and may be subject to a government background investigation to upgrade clearance eligibility, if required
• Candidates must submit a cover letter of interest and a resume in order to be considered.
• Associate Degree 4+ years of relevant experience; or an equivalent combination of education and experience accepted
• General Equivalency Diploma (GED) or High School (HS) 2+ years of relevant experience; or an equivalent combination of education and experience accepted
• You must be a U.S. citizen to apply.
• Employment with the ARL will require successful completion of a pre-employment drug screen.

Responsibilities

• 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)
• 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

Benefits

• 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.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree
• Number of Employees: 5,001-10,000 employees