ARL Office Assistant

The Pennsylvania State University•University Park, FL

4d•Onsite

About The Position

The Applied Research Laboratory (ARL) at Penn State is seeking versatile and experienced Office Assistants for the Undersea Systems Office (USO). The USO is a research center of excellence focused on undersea weapons, unmanned undersea vehicles, and advanced sonars, supporting national security and undersea warfare sponsors. They develop and demonstrate science and technology, guiding concepts from early development through transition to industry and the fleet. ARL is an authorized DoD SkillBridge partner and welcomes transitioning military members. The role involves coordinating complex domestic and international travel, supporting various meetings, managing data and files, overseeing external visitors, communicating with stakeholders, and assisting with hiring and onboarding. An additional responsibility for a higher-level position includes preparing and handling classified material in compliance with DCSA requirements.

Requirements

Microsoft Office (Word, PowerPoint, Excel and Outlook)
Agility in managing multiple competing priorities
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
Success in an office environment, where various forms of communication and organizational skills were crucial to be effective
Current eligibility to obtain a clearance at the Secret level
U.S. citizen

Responsibilities

Coordinate a large volume of complex domestic and international travel in support of program engineers (researching visit requirements, booking reservations, arranging schedules, and reconciling travel expenses)
Provide support for a wide variety of meetings (scheduling rooms, preparing agendas/ meeting materials, overseeing meeting logistics including audio-visual setups, security, refreshments, and vendor-delivered meals)
Manage data, files, and calendars
Provide coordination and oversight for external visitors, ensuring that security guidelines and requirements are followed
Communicate with and provide exceptional customer service for internal and external stakeholders (government, industry, University, and ARL-specific)
Assist with all administrative aspects of hiring and onboarding of new hires
Prepare classified material including presentations, engineering documents, mailings and data transfers in compliance with requirements of the Defense Counterintelligence and Security Agency (DCSA)
Proofread documents for appropriate security markings, grammar, spelling, punctuation, and basic formatting