Administrative Assistant

Penn State University • San Diego, CA

5d • 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.

You will: 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

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
• Candidates for consideration must submit a cover letter of interest and a resume
• Active Secret Clearance

Nice To Haves

• Knowledge of security procedures and requirements
• SAP Concur, PSU Buy, Simba, ProPricer and Workday experience
• Current 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

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: High school or GED
• Number of Employees: 5,001-10,000 employees