Penn State University · 1 month ago
Administrative Assistant - Kapur Lab
University Park, PA
Full-time
Onsite
Mid Level
$42K/yr - $61K/yr
4+ years expPenn State University is seeking a highly motivated and organized Administrative Assistant to support their global health and infectious disease research efforts. The role involves providing advanced administrative and logistical support for a diverse international research portfolio, managing communications, and coordinating complex schedules.
Higher Education
No H1B
Responsibilities
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
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
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
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
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
Qualification
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
Benefits
Comprehensive medical, dental, and vision coverage
Robust retirement plans
Substantial paid time off which includes holidays, vacation and sick time
Generous 75% tuition discount, available to employees as well as eligible spouses and children
Company
Penn State University
There’s a reason Penn State consistently ranks among the top one percent of the world’s universities.
10001+ employees
Funding
Current Stage
Late StageLeadership Team
Hamza Jamjoom
Co-Founder - Arts & Architecture Student Council
Kara Pytko
Co-founder of Virtual Scientist Webinar Series
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