Administrative Assistant - Kapur Lab

The Pennsylvania State University•University Park, FL

About The Position

The Kapur Laboratory at The Huck Institutes of the Life Sciences and the College of Agricultural Sciences at The Pennsylvania State University is seeking a highly motivated and organized Administrative Assistant to support their global health and infectious disease research efforts. Our team at Penn State leads multiple internationally funded projects aimed at advancing the understanding and control of major animal and zoonotic infectious diseases. We collaborate with partners across the globe and operate in a fast-paced, dynamic academic environment. Position Overview: We are seeking a highly organized, proactive Administrative Assistant to provide advanced administrative and logistical support for our diverse international research portfolio. The ideal candidate will excel at coordinating complex schedules, managing communications with global collaborators, and handling a wide range of operational tasks with minimal supervision.

Requirements

Associate Degree
4+ years of relevant experience; or an equivalent combination of education and experience accepted
Demonstrated experience coordinating complex schedules and logistics, including international activities.
Strong organizational and time management skills; able to work independently and manage multiple priorities.
Excellent written and verbal communication skills.
Proficiency with Microsoft Office Suite, videoconferencing tools, and project management software.
Cultural sensitivity and experience working with diverse, international teams.
Ability to handle confidential information with discretion.
Strong problem-solving skills and initiative.
Flexibility and adaptability in a dynamic research environment.

Nice To Haves

Administrative experience preferred in a research, academic, or scientific environment.
Experience with international shipping, compliance, or supply chain management.
Familiarity with university administrative systems and processes.

Responsibilities

Oversee daily administrative operations for the lab and associated research projects.
Serve as the primary point of contact for internal team members, external collaborators, and university offices.
Manage complex calendars, schedule meetings across multiple time zones, and coordinate international conference calls and virtual events.
Prepare meeting agendas, take minutes, and track action items to ensure follow-up.
Coordinate procurement and shipping of research materials, equipment, and supplies, including international shipments.
Liaise with Penn State Environmental Health and Safety (EHS) and compliance offices to ensure proper documentation and protocols for cross-border shipments.
Track inventory and maintain records of laboratory supplies and equipment.
Facilitate clear and timely communication between lab leadership, research teams, and external partners.
Draft, edit, and distribute correspondence, reports, and presentations as needed.
Support the maintenance of the lab’s website and communication platforms.
Organize and support logistics for meetings, seminars, workshops, and outreach events.
Arrange domestic and international travel for lab members, including itinerary planning and travel documentation.
Maintain project documentation and assist with the preparation of materials for reports and presentations.
Ensure compliance with university and international regulations related to research operations.

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.

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