Administrative Support Assistant

Penn State University • University Park, IL

1d • $38,300 - $61,000 • Onsite

About The Position

We are searching for a motivated and organized, multi-tasker to join our Administrative Support Team for The Materials and Manufacturing Systems Office (MMSO) of the Applied Research Laboratory (ARL) at Penn State. You will be responsible for all administrative functions, which include a wide variety of business and financial operations and will directly support non-faculty, research engineers, staff and undergrad and grad students. ARL is an authorized DoD SkillBridge partner and welcomes all transitioning military members to apply.

Requirements

• Microsoft Office tools
• Standard office procedures
• Ability to express ideas successfully to drive understanding
• Success in environments where various forms of communication and organizational skills were crucial to be effective

Nice To Haves

• SAP Concur, Workday or another similar enterprise resource planning tool
• SIMBA including LD Planner Group (specific to PSU) or another integrated management, budgeting, and accounting tool
• ProPricer (government proposal software)
• Archibus or other workplace management tool
• 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

Responsibilities

• Schedule and coordinate meetings; assign badges, process visitor requests, greet visitors, provide necessary information, schedule Teams meetings, and order lunches
• Monitor and maintain budgets, assist with budget reports, track expenditures, and process documents and purchasing card transactions
• Act as point of contact in the recruiting process and a liaison for candidates during the interview process; create job descriptions, coordinate interviews, and initiate new hire paperwork, security clearance requests, network requests, office space, and computer/equipment requests
• Assist MMSO leadership with space planning for new and existing employees; serve as office space administrator
• Track and assist submissions of all MMSO grad student appointments/re-appointments
• Oversee coordination of projects, special events, and programs such as conferences and workshops
• Maintain inventory and order/purchase office supplies; arrange for equipment and maintenance; process work orders for facilities repairs/needs; process shipping, tracking and receiving of documents and packages
• Assist in the preparation of reports and memorandum; handle classified information
• Track, order, and distribute all MMSO awards
• Ensure compliance with ARL and University policies and procedures

Benefits

• Comprehensive medical, dental, and vision coverage
• Robust retirement plans
• Substantial paid time off which includes holidays, vacation and sick time
• 75% tuition discount, available to employees as well as eligible spouses and children

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree