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POSITION SPECIFICS

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

BACKGROUND CHECKS/CLEARANCES

SALARY & BENEFITS

Salary Structure - Information on Penn States salary structure

Penn State provides a competitive benefits package for full-time employees designed to support both personal and professional 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 .

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