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.
This position is funded for 1 year(s); continuation past 1 year(s) will be based on university need, performance, and/or availability of funding.
POSITION SPECIFICS
The Kapur Laboratory at The Huck Institutes of the Life Sciences and the College of Agricultural Sciences at The Pennsylvania State University is seeking a highly motivated and organized Administrative Assistant to support their global health and infectious disease research efforts. Our team at Penn State leads multiple internationally funded projects aimed at advancing the understanding and control of major animal and zoonotic infectious diseases. We collaborate with partners across the globe and operate in a fast-paced, dynamic academic environment.
Position Overview: We are seeking a highly organized, proactive Administrative Assistant to provide advanced administrative and logistical support for our diverse international research portfolio. The ideal candidate will excel at coordinating complex schedules, managing communications with global collaborators, and handling a wide range of operational tasks with minimal supervision.
Key Responsibilities:
Administrative & Operational Support
Oversee daily administrative operations for the lab and associated research projects.
Serve as the primary point of contact for internal team members, external collaborators, and university offices.
Manage complex calendars, schedule meetings across multiple time zones, and coordinate international conference calls and virtual events.
Prepare meeting agendas, take minutes, and track action items to ensure follow-up.
Logistics & Supply Chain Coordination
Coordinate procurement and shipping of research materials, equipment, and supplies, including international shipments.
Liaise with Penn State Environmental Health and Safety (EHS) and compliance offices to ensure proper documentation and protocols for cross-border shipments.
Track inventory and maintain records of laboratory supplies and equipment.
Communication & Collaboration
Facilitate clear and timely communication between lab leadership, research teams, and external partners.
Draft, edit, and distribute correspondence, reports, and presentations as needed.
Support the maintenance of the lab’s website and communication platforms.
Event & Travel Coordination
Organize and support logistics for meetings, seminars, workshops, and outreach events.
Arrange domestic and international travel for lab members, including itinerary planning and travel documentation.
Project Support
Maintain project documentation and assist with the preparation of materials for reports and presentations.
Ensure compliance with university and international regulations related to research operations.
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
Qualifications:
Required
Demonstrated experience coordinating complex schedules and logistics, including international activities.
Strong organizational and time management skills; able to work independently and manage multiple priorities.
Excellent written and verbal communication skills.
Proficiency with Microsoft Office Suite, videoconferencing tools, and project management software.
Cultural sensitivity and experience working with diverse, international teams.
Ability to handle confidential information with discretion.
Strong problem-solving skills and initiative.
Flexibility and adaptability in a dynamic research environment.
Preferred
Administrative experience preferred in a research, academic, or scientific environment.
Experience with international shipping, compliance, or supply chain management.
Familiarity with university administrative systems and processes.
BACKGROUND CHECKS/CLEARANCES
Employment with the University will require successful completion of background check(s) in accordance with University policies.Penn State does not sponsor or take over sponsorship of a staff employment Visa. Applicants must be authorized to work in the U.S.
SALARY & BENEFITS
The salary range for this position, including all possible grades, is $42,100.00 - $61,000.00.
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.
The Pennsylvania State University is committed to and accountable for advancing equity, respect, and belonging. We embrace individual uniqueness, as well as a culture of belonging that supports equity initiatives, leverages the educational and institutional benefits of inclusion in society, and provides opportunities for engagement intended to help all members of the community thrive. We value belonging as a core strength and an essential element of the university’s teaching, research, and service mission.