Staff Assistant ll

JPL/NASA•Pasadena, CA

4d•$66,352 - $83,928•Onsite

About The Position

The Environmental Assurance, Occupational Safety & Quality Assurance Business Administration Team (7011) is seeking a motivated and experienced Staff Assistant II. Reporting to the 7011 Business Manager, this position supports the Environmental Assurance Program Office (EAPO), Occupational Safety Program Office (OSPO), and Quality Assurance Office (QA). The role requires adaptability and the ability to manage multiple priorities in a dynamic environment with frequent interruptions, changing priorities, and time-sensitive assignments. The successful candidate will provide administrative and office operations support to section management and technical groups, coordinate personnel logistics, interviews and travel, provide timekeeping support, manage visitor requests, organize events, prepare recurring presentations and reports, and maintain section resources. The position also supports EAPO and OSPO administrative needs involving permits, certifications, signatures, mail, and events. This is a temporary position that may last up to 36 months, with assignments approved in 6- to 12-month increments. Employment is not under contract and may be terminated at any time, with or without notice. The role is based in Pasadena, California, at JPL, which describes its campus as a 177-acre environment in the foothills of the San Gabriel Mountains. The typical full-time equivalent annual hiring range is $66,352–$83,928.

Requirements

High school diploma with at least 6 years of related experience; or an associate's degree with at least 1 year of related experience; or a bachelor's degree with 0–1 year of related experience; related required training.
Advanced understanding of general and detailed aspects of the staff assistant profession, including applying practical solutions to non-standard problems and situations.
Proficient knowledge of Microsoft 365 Office Suite and Adobe Acrobat.
Excellent planning, scheduling, written, and oral communication skills.
Exercise proper discretion when handling assignments of a discreet nature and sensitive material.
Motivated self-starter able to work effectively under pressure on multiple complex tasks.
Ability to work independently with minimal supervision and deliver high-quality products.
Ability to interact professionally with personnel at all levels and provide excellent customer service.
Strong teaming and communication skills, professionalism, work ethic, and a process-improvement mindset.

Nice To Haves

Extensive understanding of JPL policies, procedures, and practices.
Experience with JPL-specific tools and systems, including UKG, UFO, ANF, Timekeeping, Alfresco, and JPL-ID.
Extensive knowledge of JPL foreign and domestic travel policies.
Experience with the JPL-ID process and onboarding and offboarding employees and affiliates.
General knowledge of JPL facilities, safety, property, and related administrative policies and procedures.
Willingness and ability to research, learn, and apply new information technology tools and resources to improve office procedures, processes, and operational efficiency.

Responsibilities

Provide administrative and office operations support to section management and multiple technical groups.
Manage multiple assignments while maintaining accuracy, professionalism, patience, and composure amid interruptions and changing priorities.
Lead onboarding and offboarding activities for JPL hires and contractors, including office moves, new-hire provision arrangements, checkpoint clearances, and Section Welcome emails.
Coordinate candidate interviews, including schedules, logistics, and administrative support.
Prepare complex domestic and foreign travel arrangements and detailed travel reports.
Serve as a timecard Subject Matter Expert and timekeeper, providing timekeeping guidance as needed.
Lead UCS monitoring, updating, and cleanup.
Process visitor requests for U.S. persons and foreign nationals, and provide escorting duties as necessary.
Plan and coordinate section seminars, workshops, retreats, and social events.
Gather input and prepare recurring presentations, reviews, and reports, such as QMR and SIG events.
Maintain and update section resources, including Wiki pages, SharePoint, and Alfresco.
Support the OSPO/EAPO Business Administrator with environmental permit paperwork, issuing checks in coordination with accounts payable, and preparing IOMs and cover letters.
Support excavation permit paperwork.
Manage critical EAPO/OSPO staff certifications, training, and renewals.
Obtain high-level signatures from the Directorate and Laboratory Deputy Director on regulatory compliance permits and certifications.
Coordinate time-critical incoming and outgoing postal mail, including invoices and permits.
Support planning and coordination of section seminars, workshops, retreats, social events, and NASA/NOJMO meetings, visits, and audits as needed.