Administrative Assistant

Penn State University • University Park, IL

3d • Onsite

About The Position

We are searching for an experienced, positive, customer service oriented, and quality-conscious Administrative Assistant to join our Information Technology Services Office at the Applied Research Laboratory (ARL) at Penn State University. ARL Information Technology Services provides ARL’s administrative and research computing environments and capabilities, delivering secure, responsive, efficient, effective, and compliant IT services and operations to meet the demanding needs of ARL’s leading edge research. This role will provide administrative and security support in a fast-paced environment. ARL is an authorized DoD SkillBridge partner and welcomes all transitioning military members to apply.

Requirements

• Success in an administrative-type role in professional environments where various forms of communication and organizational skills were crucial to be effective
• Microsoft Office (Outlook, Word, Excel, PowerPoint)
• Strong ability to multi-task, prioritize effectively, and work independently in fast-paced environments while maintaining excellent customer service standards
• If filled as Administrative Assistant - Senior Support, this position requires: Associate Degree 4+ years of relevant experience; or an equivalent combination of education and experience accepted
• If filled as Administrative Assistant - Intermediate Support, this position requires: 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.

Nice To Haves

• Experience in a government, defense, or research environment
• Demonstrated experience in executive-level support
• Workday, or a similar administrative system
• 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
• Exposure to working on high-priority, high-volume projects
• Familiarity with ARL operations

Responsibilities

• Plan, organize, prioritize, and coordinate general administrative functions for a wide variety of activities, including greeting visitors, maintaining calendars and inbox mail, travel arrangements and purchases, communications, and record management
• Provide support for a wide variety of office-wide events (scheduling rooms, preparing agendas/ meeting materials, overseeing meeting logistics including audio-visual setups, security, refreshments, and vendor-delivered meals)
• Support staff compliance with required trainings, onboarding, and policy dissemination
• Support office recruitment processes for administrative roles; support employee off-boarding tasks, including gathering equipment and badges and debriefs
• Maintain office organizational chart and employee databases; coordinate and compile logistics for office relocations, including phone sets/lines, and equipment/furniture
• Act as a resource on a variety of areas, assist in resolving questions or inquiries regarding policies, processes, and procedures, and make recommendations to ensure compliance
• Analyze and develop new or update current systems, processes, or procedures to support office needs
• Purchase, monitor, and maintain offices supplies to support the staff, and establish tax exempt accounts with various vendors when necessary

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