Administrative Assistant

Penn State University•San Diego, CA

4d•$60,840 - $100,500•Onsite

About The Position

We are searching for a versatile and experienced Administrative Assistant to join the Applied Research Laboratory (ARL) at Penn State University in our San Diego, CA location. This position provides administrative support to a fast-paced research office environment, supporting faculty, staff, engineers, and student employees, all from a variety of cultures and backgrounds, and will contribute to a wide variety of moderately complex business and financial operations. ARL is an authorized DoD SkillBridge partner and welcomes all transitioning military members to apply.

Requirements

Intermediate Microsoft Office (Word, Excel, Outlook, PowerPoint, and Project) experience
Interest in learning job related software
Knowledge of standard office procedures
Excellent interpersonal and communication skills
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
Demonstrated ability to exercise discretion and confidentiality
Secret Security Clearance OR ability to obtain and maintain a government security clearance
Must be a U.S. citizen

Nice To Haves

Knowledge of security procedures and requirements
SAP Concur, PSU Buy, Simba, ProPricer and Workday experience
Active Top Secret security clearance

Responsibilities

Plan, organize, coordinate, and oversee division activities and events including Sponsor visits
Support administrative functions in business operations, infrastructure planning, and coordination
Proofread documents for appropriate security markings, grammar, spelling, punctuation, and basic formatting
Oversee files, records, databases, and reports
Develop new processes or procedures relevant to the needs of the office
Update and provide financial reports monthly to leadership and principle investigators
Assist in the management and implementation of security policies and procedures
Assist with visitor sign-in, visit requests, and check notifications and security credentials
Log classified material and prepare classified mailings and courier as needed
Perform as recruiting coordinator for all new hires
Assist in the preparation of reports and memorandum
Handle and generate classified information
Maintain division files and calendar
Arrange domestic and international travel and meetings and file travel claims
Facilitate communications within the Research and Enterprise Offices, as well as external communications
Manage office resources and supplies
Assist with requisition/purchasing paperwork and coordinate candidate reviews
Take notes and track items during meetings