Administrative Assistant - Materials Research Institute
Penn State University, University Park, PA, United States
Administrative Assistant
The Materials Research Institute seeks qualified candidates for the position of Administrative Assistant (Intermediate Support level).
This position provides shared administrative and financial operations support within MRI. The role is intentionally split 50% financial request initiation and coordination and 50% center administrative support for the Center for Living Multifunctional Materials Systems (LiMC2).
The position supports efficient research operations by serving as a front-line initiator for financial requests submitted through ServiceNow into SIMBA, while also providing essential administrative, communications, and project coordination support to a highly interdisciplinary research center.
Key Responsibilities:
50% Financial Request Initiator (ServiceNow / SIMBA Support)
Serve as an initiator and intake point for MRI-related financial and administrative requests submitted via ServiceNow for processing in SIMBA
Prepare, review, and submit: purchase and payment requests, service agreements and related financial documentation, supporting materials required for compliance and routing
Coordinate with MRI leadership, faculty, and staff to ensure requests are complete, accurate, and properly documented, resolve missing information prior to submission
Track request status and follow up with central offices, Research Accounting, and unit partners as needed
Maintain documentation and process notes to support consistent and compliant financial workflows
Contribute to the development and documentation of standard operating procedures related to financial request initiation
50% LiMC2 Center Administrative Support
Provide general administrative support, including calendaring, scheduling, and meeting coordination, clerical tasks and maintenance of center records
Monitor and maintain calendars and task lists for project deadlines, programming milestones, center events, and deliverables
Support center communications, including website and content updates, maintenance of contact and member lists, correspondence with internal and external partners
Assist with research project coordination by supporting meetings and webinars with national and international collaborators, maintaining shared documents and project timelines
Provide event and program support for workshops, symposia, and education/outreach activities
Contribute to documentation of center procedures and administrative processes
Skills and Experience:
Demonstrated experience in administrative or operational support roles
Strong organizational and time-management skills with the ability to manage multiple concurrent tasks
Experience using Microsoft 365 (Outlook, Word, Excel, Teams, SharePoint/OneDrive)
Ability to communicate professionally and effectively with faculty, staff, students
Preferred Experience:
Experience supporting research, academic, or administrative units
Familiarity with financial or administrative systems (e.g., ServiceNow, SIMBA, or similar enterprise systems)
Experience coordinating meetings or projects involving multiple stakeholders
Comfort working in a hybrid, fast-paced research environment
Minimum Education, Work Experience & Required Certifications
General Equivalency Diploma (GED) or High School 2+ years of relevant experience; or an equivalent combination of education and experience accepted Required Certifications: None
Salary & Benefits
The salary range for this position, including all possible grades, is $38,300.00 - $55,500.00.
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.
The Materials Research Institute seeks qualified candidates for the position of Administrative Assistant (Intermediate Support level).
This position provides shared administrative and financial operations support within MRI. The role is intentionally split 50% financial request initiation and coordination and 50% center administrative support for the Center for Living Multifunctional Materials Systems (LiMC2).
The position supports efficient research operations by serving as a front-line initiator for financial requests submitted through ServiceNow into SIMBA, while also providing essential administrative, communications, and project coordination support to a highly interdisciplinary research center.
Key Responsibilities:
50% Financial Request Initiator (ServiceNow / SIMBA Support)
Serve as an initiator and intake point for MRI-related financial and administrative requests submitted via ServiceNow for processing in SIMBA
Prepare, review, and submit: purchase and payment requests, service agreements and related financial documentation, supporting materials required for compliance and routing
Coordinate with MRI leadership, faculty, and staff to ensure requests are complete, accurate, and properly documented, resolve missing information prior to submission
Track request status and follow up with central offices, Research Accounting, and unit partners as needed
Maintain documentation and process notes to support consistent and compliant financial workflows
Contribute to the development and documentation of standard operating procedures related to financial request initiation
50% LiMC2 Center Administrative Support
Provide general administrative support, including calendaring, scheduling, and meeting coordination, clerical tasks and maintenance of center records
Monitor and maintain calendars and task lists for project deadlines, programming milestones, center events, and deliverables
Support center communications, including website and content updates, maintenance of contact and member lists, correspondence with internal and external partners
Assist with research project coordination by supporting meetings and webinars with national and international collaborators, maintaining shared documents and project timelines
Provide event and program support for workshops, symposia, and education/outreach activities
Contribute to documentation of center procedures and administrative processes
Skills and Experience:
Demonstrated experience in administrative or operational support roles
Strong organizational and time-management skills with the ability to manage multiple concurrent tasks
Experience using Microsoft 365 (Outlook, Word, Excel, Teams, SharePoint/OneDrive)
Ability to communicate professionally and effectively with faculty, staff, students
Preferred Experience:
Experience supporting research, academic, or administrative units
Familiarity with financial or administrative systems (e.g., ServiceNow, SIMBA, or similar enterprise systems)
Experience coordinating meetings or projects involving multiple stakeholders
Comfort working in a hybrid, fast-paced research environment
Minimum Education, Work Experience & Required Certifications
General Equivalency Diploma (GED) or High School 2+ years of relevant experience; or an equivalent combination of education and experience accepted Required Certifications: None
Salary & Benefits
The salary range for this position, including all possible grades, is $38,300.00 - $55,500.00.
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.