Office Coordinator (Located fully on-site in Keyport, WA)

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, dynamic, and experienced Office Coordinator to join the Vehicle Operations and Test Division of the Undersea Systems Office (USO) at the Penn State Applied Research Laboratory (ARL). The Vehicle Operations and Test Division is located at the Naval Undersea Warfare Center in the town of Keyport, WA. This position provides onsite office management and coordination of all administrative needs to the local division as well as a large volume of travelers from other ARL locations.

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

You will:

• Coordinate security needs of visitors to NUWC Keyport for all visiting ARL teams, following strict protocols as required by Naval Base Kitsap- Keyport
• Communicate and provide exceptional customer service, meeting a variety of facility and administrative support needs for diverse stakeholders including internal ARL, external NUWC Keyport, other government, and industry personnel
• Purchase materials and supplies for the division as well as project-specific builds and fabrications by coordinating with outside vendors and internal stakeholders
• Provide complex domestic and international travel support to program engineers to include researching visit requirements, booking reservations, arranging schedules, and reconciling travel expenses
• Handle shipping/receiving needs, maintain inventory, and coordinate required documentation for all shipments
• Manage data, files, inventory, and office calendars for local division
• Provide logistical and administrative support for a variety of meetings in office and off-site to include scheduling rooms, sending meeting invites, and monitoring meeting status
• Coordinate and track employee certifications for use of heavy machinery and submit required certifications
• Assist with facets of human resources, including submission of overtime paperwork, and recruitment, onboarding, and off-boarding of employees
• Assist with preparation and proofreading of classified and unclassified material, including presentations, engineering documents, reports, and mailings
• Assist division head with filtering and prioritizing communications, monitor critical action items, and organize digital workflows. Serve as gatekeeper for tracking urgent emails to ensure timely responses and follow-ups
  
  

Required skills/experience includes:

• Proficiency with Microsoft Office (Word, PowerPoint, Excel and Outlook)
• The ability to manage time and resources efficiently, problem-solve, prioritize, and work both independently and cooperatively as a team member in a fast-paced and uniquely challenging environment
• Successful experience managing an office environment and administrative coordination of activities
• Excellent communication, organizational, and interpersonal skills
• Demonstrated ability to exercise discretion and confidentiality
• Coordination of multiple calendars and itinerary arrangement
• Exceptional attention to detail
• Professionalism and motivation to recognize and solve problems before being directed to do so
• Event planning experience
• Active security clearance, at the Secret level or higher OR willingness to obtain and maintain a government security clearance.
  
  

Candidates must submit a cover letter of interest and a resume in order to be considered. Your working location will be fully onsite in Keyport, WA.

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 website 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 $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.

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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