Administrative Support Assistant

Administrative Support Assistant

We are searching for an experienced, positive, customer service oriented, and quality-conscious Administrative Support Assistant to join our Enterprise Operations Office, located in Annapolis Junction, Maryland, at the Applied Research Laboratory (ARL) at Penn State University. Penn State ARL is an integral part of one of the leading research universities in the nation and serves as a University center of excellence in defense science, systems, and technologies with a focus in naval missions and related areas. ARL's purpose is to research and develop innovative solutions to challenging scientific, engineering, and technology problems in support of the U.S. Navy, the Department of Defense (DoD), and the Intel Community (IC).

You will provide administrative and security support in a fast-paced environment. You will be supporting the general administrative functions of a wide variety for the assigned work areas including answering phones, greeting/referring/assisting visitors, customers, staff, or others, preparing documents and reports, compiling records, travel requirements, scheduling meetings, organizing and maintaining information, coordinating calendars, and providing general office support.

ARL is an authorized DoD SkillBridge partner and welcomes all transitioning military members to apply. You will:

• Oversee the daily operations of the facility; providing administrative support to the NBP Site Director, Office Director, staff, contractors, and consultants; while coordinating with others as needed to complete tasks
• Manage incoming and outgoing classified visit requests, greeting visitors with professionalism and direct to their host or escort
• Maintain and update organizational chart, create and maintain various employee databases; gather logistics to move employee offices, phone sets/lines, and equipment/furniture
• Disseminate mail to appropriate employees; provide mail and parcel shipping and receiving support; including signing for all packages and record receipts in a mail log
• Greet guests, answer the phone on behalf of NBP Office, and refer/transfer internal and external customers to the appropriate work unit
• Organize, coordinate, and direct daily office activities; assist your supervisor with the resolution of issues or conflicts by researching issues and making recommendations
• Work with ARL Security Office to support and oversee/audit compliance of all security programs, practices, and procedures; handle and maintain classified information
• Act as a resource on a variety of areas, assisting supervisor in resolving questions or inquiries regarding policies, processes, and procedures, and making recommendations to ensure compliance
• Research, draft, or compose letters, memos, reports, spreadsheets, speeches, projects, requisitions, and newsletters for internal and external communications
• Oversee coordination of activities, meetings, projects, special events, programs, sponsor visits, and other functions
• Analyze and develop new or update current systems, processes, or procedures to better support office needs
• Coordinate support staff responsibilities with other members of the team
• Complete off-boarding tasks with departing personnel; gathering IT equipment, debriefs, and badges
• Coordinate with ARL Facilities to request and execute work orders via ServiceDesk and JIRA ticketing system
• Purchase, monitor, and maintain office supplies to support the staff and establish tax-exempt accounts with various vendors when necessary
• Gather personnel availability to generate and disseminate the weekly Dashboard
• Coordinate and reconcile travel accommodations
• Prepare, review, organize, and maintain a variety of security forms, databases, reports, and correspondence
• Perform monthly inspections of first aid equipment, badges, and visitor logs
• Schedule, prioritize, and maintain calendars for routine meetings and special events

Required skills/experience areas include: Experience in a business-related or other professional environment Proficiency with Microsoft Office (Outlook, Word, Excel, PowerPoint) Ability to effectively multi-task, prioritize, and work with minimal direction in a fast-paced environment while providing a high level of customer service Excellent organizational skills Professionalism, self-motivation, discretion, and excellent written and verbal communication skills

Preferred skills/experience areas include: SAP Concur and SIMBA financial systems Security procedures and requirements An active government security clearance Prior military or government background Exposure to working on high-priority, high-volume projects

Your work location will be fully on-site, located in Annapolis Junction, Maryland.

Minimum Education, Work Experience & Required Certifications:

• Associate Degree
• 4+ years of relevant experience; or an equivalent combination of education and experience accepted
• Required Certifications: None

ARL's purpose is to research and develop innovative solutions to challenging scientific, engineering, and technology problems in support of the Navy, the Department of Defense (DoD), and the Intel Community (IC). FOR FURTHER INFORMATION on ARL, visit our web site at www.arl.psu.edu.

Employment with the University will require successful completion of background check(s) in accordance with University policies. All positions at ARL require candidates to possess the ability to obtain a government security clearance; you will be notified during the interview process if this position is subject to a government background investigation. You must be a U.S. citizen to apply. Employment with the ARL will require successful completion of a pre-employment drug screen.

The salary range for this position, including all possible grades, is $42,100.00 - $61,000.00. The proposed salary range may be impacted by geographic differential. Salary Structure - Information on Penn State's salary structure 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. For more detailed information, please visit our Benefits Page.