Staff Assistant ll

NASA Jet Propulsion Laboratory

4d•$66,352 - $83,928•Onsite

About The Position

The Environmental Assurance, Occupational Safety & Quality Assurance Business Administration Team (7011) is seeking a Staff Assistant II to support the Environmental Assurance Program Office (EAPO), Occupational Safety Program Office (OSPO), and Quality Assurance Office (QA). The position reports to the 7011 Business Manager and requires adaptability and the ability to manage multiple priorities in a dynamic environment with frequent interruptions and time-sensitive assignments. The successful candidate will provide administrative and office operations support to section management and technical groups, maintain professionalism and accuracy, and deliver excellent customer service while collaborating with personnel across the Laboratory. The role includes personnel logistics, interview coordination, complex domestic and foreign travel arrangements, timekeeping, visitor management, event planning, recurring presentations and reports, and maintenance of section resources. EAPO/OSPO-specific support includes permit paperwork, training and certification renewals, obtaining regulatory signatures, and coordinating time-critical mail. This is a temporary assignment that may last up to 36 months, subject to approvals for 6- to 12-month assignments. The posting states that the temporary employment status may be terminated at any time, with or without notice, and that there is no employment contract.

Requirements

High school diploma and at least 6 years of related experience; or an associate's degree and at least 1 year of related experience; or a bachelor's degree and 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.
Proficiency with Microsoft 365 Office Suite and Adobe Acrobat.
Excellent planning, scheduling, written, and oral communication skills.
Exercise discretion when handling assignments of a discreet nature and sensitive material.
Ability to work effectively under pressure on multiple complex tasks and independently with minimal supervision to deliver high-quality work.
Ability to interact professionally with personnel at all levels and provide excellent customer service.

Nice To Haves

Extensive understanding of JPL policies, procedures, and practices.
Experience using 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 within the section.
Manage multiple assignments while maintaining accuracy, professionalism, patience, and composure amid interruptions and changing priorities.
Lead onboarding and offboarding for JPL hires and contractors, including office moves, new-hire provisions, checkpoint clearances, and Section Welcome emails.
Coordinate candidate interviews, including developing schedules, coordinating logistics, and providing 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, including 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 NASA/NOJMO meetings, visits, and audits as needed.