Administrative Assistant

Penn State University

San Diego, CA

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JOB DETAILS

SALARY

$38,300–$61,000 Per Year

SKILLS

Administrative Skills, Background Investigation, Business Administration, Business Operations, Communication Skills, Establish Priorities, File Maintenance, Financial Operations, Financial Reporting, Integrated Circuits (ICs), Intel Product Family, Interpersonal Skills, Leadership, Mail Processing, Microsoft Excel, Microsoft Office, Microsoft Outlook, Microsoft PowerPoint, Microsoft Word, Multitasking, Operations Planning, Organizational Skills, Policy Implementation, Problem Solving Skills, Procedure Development, Process Development, Proofreading, Purchase Orders, Reporting Skills, Research & Development (R&D), Research Laboratory, Resource Management, Secondary School, Secret Clearance, Security Clearance, Security Monitoring, United States Citizen, United States Department of Defense (DoD), University/School Policies, Willing to Travel

LOCATION

San Diego, CA

POSTED

2 days ago

APPLICATION INSTRUCTIONS:

CURRENT PENN STATE EMPLOYEE (faculty, staff, technical service, or student), please login to Workday to complete the internal application process. Please do not apply here, apply internally through Workday.
CURRENT PENN STATE STUDENT (not employed previously at the university) and seeking employment with Penn State, please login to Workday to complete the student application process. Please do not apply here, apply internally through Workday.
If you are NOT a current employee or student, please click "Apply" and complete the application process for external applicants.

Approval of remote and hybrid work is not guaranteed regardless of work location. For additional information on remote work at Penn State, see Notice to Out of State Applicants.

POSITION SPECIFICS

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, all from a variety of cultures and backgrounds, and will contribute to a wide variety of moderately complex business and financial operations.

You will:

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 of this position include:

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
Candidates for consideration must submit a cover letter of interest and a resume
Active Secret Clearance

Preferred experience/knowledge includes:

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

Your working location will be in On Site, San Diego, Ca. Questions related to flexible work should be directed to the hiring manager during the interview process.

MINIMUM EDUCATION, WORK EXPERIENCE & REQUIRED CERTIFICATIONS
If filled as Administrative Assistant - Senior Support, this position requires:Associate Degree4+ years of relevant experience; or an equivalent combination of education and experience acceptedRequired Certifications:NoneIf filled as Administrative Assistant - 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 acceptedRequired Certifications:None

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

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.

BACKGROUND CHECKS/CLEARANCES
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.

SALARY & BENEFITS
The salary range for this position, including all possible grades, is $38,300.00 - $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.

CAMPUS SECURITY CRIME STATISTICS

Pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act and the Pennsylvania Act of 1988, Penn State publishes a combined Annual Security and Annual Fire Safety Report (ASR). The ASR includes crime statistics and institutional policies concerning campus security, such as those concerning alcohol and drug use, crime prevention, the reporting of crimes, sexual assault, and other matters. The ASR is available for review here.

EEO IS THE LAW

Penn State is an equal opportunity employer and is committed to providing employment opportunities to all qualified applicants without regard to race, color, religion, age, sex, sexual orientation, gender identity, national origin, disability or protected veteran status. If you are unable to use our online application process due to an impairment or disability, please contact 814-865-1473.

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Administrative Assistant

Penn State University

San Diego, CA

About the Company

Penn State University

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