Office Coordinator (Located fully on-site in Keyport, WA)

Penn State University•University Park, PA

46d•Onsite

About The Position

We are searching for a versatile, dynamic, and experienced Office Coordinator to join the Vehicle Operations and Test Detachment of the Undersea Systems Office (USO) at the Penn State Applied Research Laboratory (ARL). The Vehicle Operations and Test Detachment is located in Keyport, WA, and Penn State ARL personnel work closely with the US Navy's division of the Naval Undersea Warfare Center (NUWC). This position provides onsite office management and coordination of all administrative needs to the local detachment as well as a large volume of travelers from other ARL locations. ARL is an authorized DoD SkillBridge partner and welcomes all transitioning military members to apply.

Requirements

Proficiency with Microsoft Office (Word, PowerPoint, Excel and Outlook)
The ability to manage time and resources efficiently, problem-solve, prioritize, and work both independently and cooperatively as a team member in a fast-paced and uniquely challenging environment
Successful experience managing an office environment and administrative coordination of activities
Excellent communication, organizational, and interpersonal skills
Demonstrated ability to exercise discretion and confidentiality
Coordination of multiple calendars and itinerary arrangement
Exceptional attention to detail
Professionalism and motivation to recognize and solve problems before being directed to do so
Event planning experience
Willingness to obtain and maintain a government security clearance
Associate Degree
4+ years of relevant experience; or an equivalent combination of education and experience accepted

Nice To Haves

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

Coordinate security needs of visitors to NUWC Keyport for all visiting ARL teams, following strict protocols as required by Naval Base Kitsap- Keyport
Communicate and provide exceptional customer service, meeting a variety of facility and administrative support needs for diverse stakeholders including internal ARL, external NUWC Keyport, other government, and industry personnel
Purchase materials and supplies for the detachment as well as project-specific builds and fabrications by coordinating with outside vendors and internal stakeholders
Provide complex domestic and international travel support to program engineers to include researching visit requirements, booking reservations, arranging schedules, and reconciling travel expenses
Handle shipping/receiving needs, maintain inventory, and coordinate required documentation for all shipments
Manage data, files, inventory, and office calendars for local detachment
Provide logistical and administrative support for a variety of meetings in office and off-site to include scheduling rooms, sending meeting invites, and monitoring meeting status
Coordinate and track employee certifications for use of heavy machinery and submit required certifications
Assist with facets of human resources, including submission of overtime paperwork, and recruitment, onboarding, and off-boarding of employees
Assist with preparation and proofreading of classified and unclassified material, including presentations, engineering documents, reports, and mailings

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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