Administrative Assistant - National Security Institute

Penn State University • University Park, IL

13d • Onsite

About The Position

The new National Security Institute is seeking to hire an Administrative Assistant to support the Director of the Institute. The Administrative Assistant will provide primary administrative support to the Director and act as the first point of contact for the Director's office. In addition, the successful candidate will provide administrative support to the NSI Associate Directors. This entails but is not limited to heavy scheduling of day-to-day operations, coordination and preparation of meetings/events, arranging complex travel both international and domestic, proofreading of correspondence, and maintaining confidential information.

Requirements

• Proficiency in Microsoft Office applications such as Outlook, Word, Excel, Teams is required.
• Associate Degree
• 4+ years of relevant experience; or an equivalent combination of education and experience accepted

Nice To Haves

• Experience with calendaring tools, HR systems such as Workday, expense reimbursement and travel booking systems such as SAP Concur is preferred.
• Familiarity and knowledge of using AI tools such as ChatGPT, CoPilot and similar platforms is desirable.

Responsibilities

• Serve as primary administrative support and first point of contact for the Director, with additional support to Associate Directors.
• Manage complex, high‑volume scheduling and coordinate meetings, workshops, seminars, conferences, and special events.
• Book conference rooms, prepare agendas, assemble background materials, and record meeting minutes as needed.
• Arrange domestic and international travel, ensuring compliance with institutional policies.
• Draft, review, proofread, and distribute internal and external communications, including materials for senior‑level audiences.
• Prepare presentations and gather data for reports as requested by institute leadership.
• Receive, maintain, safeguard, and process confidential and sensitive information and materials.
• Greet visitors, verify information, and provide assistance or appropriate referrals.
• Manage incoming and outgoing mail by opening, sorting, prioritizing, and distributing correspondence.
• Order, maintain, and track office and event supplies and inventory.
• Serve as a central resource and point of contact for all administrative needs across the Institute.
• Act as the Institute’s HR liaison, attending monthly HR meetings and handling Hiring Exception Requests and job requisitions in Workday.
• Initiate, process, and approve HR forms and related documentation as authorized.
• Create, submit, and reconcile p‑card reports in SAP Concur on behalf of the Director and others.
• Initiate and process financial forms, validate invoices, and handle financial transactions as authorized.
• Coordinate and manage a wide variety of special projects assigned by leadership.
• Supervise or provide direction to part‑time, student, or temporary staff as assigned.

Benefits

• 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.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree