Group Staff Assistant, Level II

JPL/NASA•Pasadena, CA

9d•$64,376 - $81,640•Onsite

About The Position

JPL’s Mission Operations Section is seeking an experienced and motivated Staff Assistant to join our team to provide critical administrative and clerical support to multiple technical groups across the Section. In this role, you will be part of the Business Administration team and report to the Mission Operations Business Manager. We are looking for a motivated, highly organized team member who thrives managing multiple priorities, excels in a fast-paced environment, has excellent teaming and communication skills, and enjoys working in a customer-service focused environment. If you enjoy supporting high performing teams, can thrive in a fast-paced environment, and are eager to take ownership of diverse responsibilities, we encourage you to apply. This is a great opportunity to contribute to meaningful work while developing your administrative and organizational expertise. In this role, you will support a wide range of administrative operations. Tasks may include, but are not limited to: Preparing and processing complex foreign and domestic travel, including generating travel reports and assisting with compliance requirements. Processing affiliate and visitor badge requests for domestic and foreign guests, and escorting visitors as needed. Handling procurement activities including Pcard purchasing and iProcurement orders. Scheduling and coordinating meetings in Outlook, managing conference room calendars, and arranging Microsoft Teams meetings. Preparing and editing presentations, graphics, documentation, and website inputs. Coordinating office moves, new hire preparations, and onboarding/offboarding support for employees, affiliates, and foreign nationals. Assisting with recruiting efforts for Early Career, Experienced, and Contractor hires, including interview scheduling and escorting. Supporting ergonomic evaluations, Work Authorization (WAM) updates, labor and nonlabor cost transfer processing, and other ad hoc assignments. Maintaining and updating Section resources, including Wiki pages, SharePoint, and Alfresco. Assisting in the planning and coordination of Section seminars, workshops, and events. Helping ensure compliance with relevant policies, procedures, and safety requirements.

Requirements

Experience in the secretarial/administrative profession with strong organizational and interpersonal skills
Ability to work effectively under pressure on multiple complex tasks and meet deadlines with high-quality results
Strong planning, scheduling, and coordination skills
Proactive self-starter with initiative to streamline processes and improve workflows
Excellent written and verbal communication skills
Good judgment in evaluating situations and determining appropriate resolutions
Ability to interact professionally with all levels of personnel and provide outstanding customer service
High level of discretion when handling sensitive or confidential information
Proficiency with Microsoft Word, Excel, PowerPoint, Teams, SharePoint, and Outlook
Excellent teamwork and collaboration skills

Nice To Haves

Experience supporting technical groups or section office environments
Experience with procurement tools such as Purchase Requisition, PCard, and iProcurement
Familiarity with JPL systems including Alfresco, JPLID, UCS, Travel, UFO, and Timekeeping
Knowledge of JPL travel policies and experience with Concur or other travel tools
Understanding of JPL’s Engineering & Science Directorate policies, procedures, and practices
Experience onboarding volunteers, affiliates, and foreign nationals
Interest in learning and applying new IT tools to improve office processes

Responsibilities

Preparing and processing complex foreign and domestic travel, including generating travel reports and assisting with compliance requirements
Processing affiliate and visitor badge requests for domestic and foreign guests, and escorting visitors as needed
Handling procurement activities including Pcard purchasing and iProcurement orders
Scheduling and coordinating meetings in Outlook, managing conference room calendars, and arranging Microsoft Teams meetings
Preparing and editing presentations, graphics, documentation, and website inputs
Coordinating office moves, new hire preparations, and onboarding/offboarding support for employees, affiliates, and foreign nationals
Assisting with recruiting efforts for Early Career, Experienced, and Contractor hires, including interview scheduling and escorting
Supporting ergonomic evaluations, Work Authorization (WAM) updates, labor and nonlabor cost transfer processing, and other ad hoc assignments
Maintaining and updating Section resources, including Wiki pages, SharePoint, and Alfresco
Assisting in the planning and coordination of Section seminars, workshops, and events
Helping ensure compliance with relevant policies, procedures, and safety requirements