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POSITION SPECIFICS
We are searching for an experienced, highly organized, and customer-service-oriented Administrative Office Assistant to join the Director’s Office at the Applied Research Laboratory (ARL) at Penn State. This position provides broad administrative support for a dynamic and fast-paced office environment.
ARL is an authorized DoD SkillBridge partner and welcomes transitioning military members to apply.
You will:
Provide general administrative support to the Director’s Office and other assigned ARL offices and staff
Greet visitors, answer incoming calls, and direct customers, staff, and guests to the appropriate person or office
Schedule, prioritize, and maintain calendars for meetings, events, and appointments
Prepare, review, organize, and maintain documents, reports, correspondence, records, and databases
Coordinate travel arrangements and reconcile travel-related transactions
Support confidential administrative functions and handle sensitive information with discretion
Organize and help manage daily office activities, including resolving scheduling issues and supporting office workflows
Purchase office supplies, compare vendor costs, and maintain vendor and tax-exempt accounts
Maintain employee mailboxes, office addresses, organizational charts, and other office tracking systems
Coordinate logistics for office moves, including phones, equipment, and furniture
Submit requests to Facilities and IT through the Service Desk as needed
Additional responsibilities for higher-level position includes:
Coordinate meetings, workshops, conferences, outreach activities, and special events, including scheduling, logistics, registration, itineraries, facilities coordination, and communication with participants and vendors
Serve as a liaison with vendors, service providers, University offices, sponsors, and external organizations to facilitate administrative and operational activities
Protect sensitive, proprietary, export-controlled, and Controlled Unclassified Information (CUI) by following established information handling procedures, access controls, records management practices, and cybersecurity requirements
Support compliance with organizational security procedures by assisting with visitor coordination, facility access documentation, required training records, and administrative actions associated with secure operations
Respond to administrative issues and requests while ensuring compliance with applicable University policies, federal regulations, contractual requirements, and operational procedures
May supervise administrative support staff, including hiring, onboarding, training, work assignment, performance management, and professional development
Required Skills/Experience areas Include:
Business-related or other professional office environment
Proficiency with Microsoft Office applications, including Outlook, Word, Excel, and PowerPoint
Ability to multi-task, prioritize effectively, and work with minimal direction in a fast-paced environment
Experience collaborating in multi-disciplinary, team-oriented cultures
Preferred Skills/Experience areas include:
Prior military or government experience
Supporting senior leadership or executive-level…