Staff Assistant III

NASA Jet Propulsion Laboratory

54d • $79,560 - $103,376 • Onsite

About The Position

We are seeking a self-motivated, highly organized, and service-oriented individual to serve as a Section Staff Assistant III. This position provides comprehensive administrative and operational support to Section Management and multiple technical groups within Section 353 and Business Administration Team (7353). This is primarily an administrative support position requiring solid customer service experience, great organizational skills, attention to detail, and being agile and flexible in a highly dynamic working environment. As a member of the Section 353 Business Administration Team, the Section Staff Assistant III will report to the Group Supervisor, who also serves as the Section Business Manager.

Requirements

• Typically requires a High School diploma with a minimum of 8 years of related experience; Associates degree with a minimum of 4 years of related experience; or Bachelor’s degree with a minimum of 1 year of related experience; or related required training.
• Solid understanding of general job aspects specifically in the secretarial/administrative support profession with strong organizational, computer and interpersonal skills
• Thorough understanding of office procedures and office automation applications: MS Office, Word, Excel, Power Point, Adobe Acrobat, Outlook and applies knowledge and skills in this area
• Strong meeting planning and scheduling skills
• Demonstrated ability to work effectively under pressure on multiple complex tasks, and work independently with minimal supervision to meet commitments to delivering high-quality products
• Motivated self-starter who takes the initiative to establish and implement process improvements
• Ability to evaluate situations and apply good judgement in any necessary resolution
• Must be a team player with excellent written and oral communication skills
• Ability to interact effectively with all levels of personnel and provide excellent customer service
• Must exercise proper discretion when dealing with sensitive information
• Proven success in the administrative support profession with the ability to maintain patience and composure in a dynamic work environment that includes interruptions and changing priories
• Willingness and ability to identify, learn, and apply new processes and enhanced tools to improve office operations
• Proficient in M365 Office suite, which includes, but not limited to, Word, Excel, PowerPoint, and Outlook

Nice To Haves

• Extensive understanding of JPL/ESD policies, procedures, and practices
• Previous Staff Assistant experience in technical section office environment
• Experience using JPL-based tools such as Concur, Service Order Modules, Timekeeping, Requisitions, P-Card, UCS, WAMs, Property Manager Gateway Administrator, MS Teams, DocuShare, Alfresco and JPL-ID
• Experience with the JPL-ID process and on-boarding of volunteers, affiliates, and foreign nationals
• Knowledge of JPL foreign and domestic travel policies and experience with procedures.
• Familiar with MS Project, Access, Visio, SharePoint, Photoshop, and Publisher
• General understanding of JPL facilities, safety, and property policies and procedures
• Willingness to look for, learn, and apply new information technology tools to office procedures and processes

Responsibilities

• Provide office operations support to the Section Management team and multiple technical groups within the section, while demonstrating the ability to multi-task and maintain patience and composure in a dynamic work environment that includes interruptions and changing priorities
• Preparing and processing foreign and domestic travel, generating travel reports, processing affiliate badge requests for domestic and foreign visitors and escorting visitors as necessary
• Process P-card purchases, requisitions and iProcurement orders, including ordering office supplies
• Coordinating meetings via Outlook and Teams, maintaining conference room schedules, arranging conference calls via Teams or equivalent
• Serve as the Section timecard Subject Matter Expert (SME)/Timekeeper and provide timekeeping guidance to personnel as needed.
• Assisting with preparation of presentations, graphics, and website inputs, including proofreading and editing
• Assisting with office moves and new hire preparations
• Assisting with offboarding actions including clearing checkpoints
• Prepare, maintain, and update Work Authorization Memos (WAMs).
• Coordinate on-site and off-site workshops, meetings, and other business events.
• Assisting with the coordination of candidate interviews including but not limited to preparing interview schedules, etc.
• Demonstrating a solid customer service orientation, great organization skills, and flexibility in the performance of the job
• Prioritizing work and completing assignments accurately and in a timely manner
• Regularly supporting multiple and various ad hoc assignments.

Benefits

• variety of health, dental, vision, wellbeing, and retirement plans
• paid time off
• learning
• rideshare
• childcare
• flexible schedule
• parental leave

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED