Procurement Assistant

Position Overview

We are searching for a Procurement Assistant to join our Purchasing Department at the Applied Research Laboratory (ARL) at Penn State. The role supports procurement activities by managing the end-to-end process, ensuring maximum value for dollars spent, adhering to government and university procurement regulations, and maintaining timely delivery of goods and services.

You Will

• Lead processing of Requests for Quotations (RFQs) from cradle to grave.
• Expedite open purchase orders.
• Work closely with the Supply Chain group on various activities and participate in meetings.
• Coordinate with technical office personnel regarding RFQs and order expediting.
• Maintain good relationships with suppliers to obtain delivery information and resolve delays.
• Collaborate with ARL purchasing, accounting offices, and ARL Supply Chain staff.
• Operate within a secure computer network environment.
• Prepare, edit, and process low-dollar purchase orders within established dollar limits and regulatory guidelines.
• Contact vendors for quotations, respond to RFQ inquiries, and follow up on outstanding purchase orders.
• Ensure all transactions comply with government regulations and university policies.
• Assist Procurement Managers and Agents with vendor research and negotiations.
• Use electronic systems and databases to manage documents, vendor information, and financial transactions.
• Identify and resolve order discrepancies and obtain required vendor certifications.
• Monitor internal and external customer satisfaction.
• Perform general office duties such as mail distribution, answering phones, and greeting visitors.
• Supervise staff members, including hiring and performance management.
• Train student interns or other assistants for position responsibilities.

Required Skills / Experience

• Active security clearance at the Secret level or higher.
• Minimum 2 years of experience issuing RFQs for controlled drawings (cradle to grave).
• Experience with classified computer networks and related responsibilities.
• Minimum 2 years of experience expediting open purchase orders, including report analysis and data management.
• Successful collaboration in a multi-disciplinary, team-oriented culture, often with remote employees.
• Strong office communication and organizational skills.
• Excellent time management and prioritization abilities.
• Competency in Excel, Word, Project, email, Adobe, and related software.
• Demonstrated problem‑solving skills with systematic approach.

Preferred Skills / Experience

• Knowledge of and experience with SAP ARIBA financial system related to procurement.

Working Location

Your working location will be hybrid to begin, with the potential for fully remote opportunities for the right candidate. Occasional travel to visit suppliers may be required.

Minimum Education, Work Experience & Required Certifications

General Equivalency Diploma (GED) or High School (HS) plus 2+ years of relevant experience; or an equivalent combination of education and experience. No required certifications.

Background Checks / Clearances

Employment with the University requires successful completion of background checks in accordance with university policies. Employees must be eligible for a government security clearance, participate in the ARL drug testing program, and comply with electronic and physical monitoring requirements. Personal electronic devices brought on site must be registered and may be restricted from certain areas. U.S. citizenship is required.

Salary & Benefits

The salary range for this position is $38,700.00 – $58,104.00. Penn State provides a comprehensive benefits package including medical, dental, and vision coverage, robust retirement plans, paid time off (holidays, vacation, and sick time), and a generous 75% tuition discount for employees and eligible family members.

EEO Statement

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 . #J-18808-Ljbffr