Administrative Assistant

We are searching for a versatile and experienced Administrative Assistant to join the Applied Research Laboratory (ARL) at Penn State University in our San Diego, CA location. This position provides administrative support to a fast-paced research office environment, supporting faculty, staff, engineers, and student employees from a variety of cultures and backgrounds. ARL is an authorized DoD SkillBridge partner and welcomes all transitioning military members to apply.

About the role

ARL’s purpose is to research and develop innovative solutions to challenging scientific, engineering, and technology problems in support of the Navy, the Intel Community (IC), and other federal government customers. Employees must be eligible to obtain a government security clearance, participate in the ARL drug testing program, and comply with electronic and physical monitoring requirements applicable to federal contractors. ARL operates in a secure information environment involving Unclassified, Controlled Unclassified Information (CUI), and Classified information. Personal electronic devices brought onsite must be registered and may be restricted from certain areas. You must be a U.S. citizen to apply.

Responsibilities

• Plan, organize, coordinate, and oversee division activities and events including Sponsor visits
• Support administrative functions in business operations, infrastructure planning, and coordination
• Proofread documents for appropriate security markings, grammar, spelling, punctuation, and basic formatting
• Oversee files, records, databases, and reports
• Develop new processes or procedures relevant to the needs of the office
• Update and provide financial reports monthly to leadership and principle investigators
• Assist in the management and implementation of security policies and procedures
• Assist with visitor sign-in, visit requests, and check notifications and security credentials
• Log classified material and prepare classified mailings and courier as needed
• Perform as recruiting coordinator for all new hires
• Assist in the preparation of reports and memorandum
• Handle and generate classified information
• Maintain division files and calendar
• Arrange domestic and international travel and meetings and file travel claims
• Facilitate communications within the Research and Enterprise Offices, as well as external communications
• Manage office resources and supplies
• Assist with requisition/purchasing paperwork and coordinate candidate reviews
• Take notes and track items during meetings

Requirements

• Intermediate Microsoft Office (Word, Excel, Outlook, PowerPoint, and Project) experience
• Interest in learning job-related software
• Knowledge of standard office procedures
• Excellent interpersonal and communication skills
• Agility in managing multiple priorities concurrently
• Ability to 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
• Secret Security Clearance OR ability to obtain and maintain a government security clearance

Qualifications

If filled as Office Assistant (ARL) - Senior Support, this position requires:

• Associate Degree
• 4+ years of relevant experience; or an equivalent combination of education and experience accepted

If filled as Office Assistant (ARL) - Intermediate Support, this position requires:

• General Equivalency Diploma (GED) or High School (HS)
• 2+ years of relevant experience; or an equivalent combination of education and experience accepted

Candidates for consideration must submit a cover letter of interest and a resume.

Preferred Skills

• Knowledge of security procedures and requirements
• SAP Concur, PSU Buy, Simba, ProPricer, and Workday experience
• Active Top Secret security clearance

Schedule

This is an on-site position located in San Diego, CA.

Pay

The salary range for this position, including all possible grades, is $60,840.00 - $100,500.00. This salary range includes an adjustment based on required geographic work location.

Benefits

Penn State provides a competitive benefits package for full-time employees designed to support both personal and professional well-being. Benefits include:

• Comprehensive medical, dental, and vision coverage
• Robust retirement plans
• Substantial paid time off, including holidays, vacation, and sick time
• 75% tuition discount for employees, eligible spouses, and children

For more detailed information, please visit our Benefits Page.