Administrative Support Assistant Level 2-3
Penn State University
The Materials and Manufacturing Office (MMO) at the Applied Research Laboratory (ARL) is looking for an Administrative Assistant to assist at various ARL buildings in the State College area. Responsibilities include: Greet/register/validate visitors and their computers, assign badges, escort, provide information/direction and/or refer as appropriate, and solve routine issues; direct, review, screen, and process telephone communications; schedule and maintain calendars of appointments, meetings, travel itineraries, and conference rooms; coordinate travel arrangements, make reservations, and process travel reimbursements; prepare agendas, order and coordinate group meals, and assist with special event setups/preparations; open, sort, and distribute mail, prepare shipping labels for mail and FedEx, and accept deliveries; maintain files, databases, and reports, prepare correspondence, and maintain confidential and/or sensitive information and materials; purchase supplies and submit work orders; and act as a floater, providing back-up coverage to other locations in the State College area on a regular basis. For higher level, responsibilities will also include: Prepare, process, and review forms for human resource system input and submittal to other departments; act as point of contact for interview candidates during the interview process, coordinate the collection of hire packets, and assist new hires with relocation and submittal of their expense reports; respond to routine and moderately complex questions/issues concerning unit and University policies, processes, and procedures from internal and external contacts; prepare, monitor, and maintain budgets, track expenditures, process budget revisions, and assist with budget preparation and projections; generate, prepare, and maintain financial reports and spreadsheets; assist in collecting and organizing materials for grant/proposal preparation; assist with planning and coordination of moderately complex projects; and serve as resource to others on a variety of subjects including office equipment, software application usage, and information processing procedures. This job will be filled as a level 2, or level 3, depending upon the successful candidate's competencies, education, and experience. Typically requires a High School diploma or higher plus one year of related experience, or an equivalent combination of education and experience for a level 2. Additional experience and/or education and competencies are required for higher level jobs. Experience with Microsoft Office programs, specifically Word, Excel, and Outlook, are highly desired. Experience with ERS and Concur are preferred. Familiarity with Microsoft Office, experience with standard office procedures, and the ability and willingness to learn job related software is also required. The successful candidate will be detail oriented with strong organizational and customer service skills, hold strong verbal and written communication skills, possess the ability to work independently, as well as with a team, and be able to work with individuals from a variety of cultures and backgrounds. You must be a U.S. Citizen to apply. Candidates selected will be subject to a government security investigation. Employment with the Applied Research Laboratory will require successful completion of a pre-employment drug screen. This is a one year, fixed-term renewable appointment.
These salary bands have been established to provide salary guidelines for staff positions.