Group Staff Assistant

Job Details

New ideas are all around us, but only a few will change the world. That’s our focus at JPL. We ask the biggest questions, then search the universe for answers—literally. We build upon ideas that have guided generations, then share our discoveries to inspire generations to come. Your mission—your opportunity—is to seek out the answers that bring us one step closer. If you’re driven to discover, create, and inspire something that lasts a lifetime and beyond, you’re ready for JPL.

Located in Pasadena, California, JPL has a campus-like environment situated on 177 acres in the foothills of the San Gabriel Mountains and offers a work environment unlike any other: we inspire passion, foster innovation, build collaboration, and reward excellence.

The RF Remote Sensing Systems & Technology Section (363) Advances science, technology, and instruments for RF microwave and submillimeter scientific investigations.  This section is responsible for concept development, design, implementation, algorithm development, data processing and operations of spaceborne and suborbital RF instruments.  We provide radar and radiometer expertise for broader NASA goals and sensors, such as landing radars.

We are seeking a self-motivated, highly organized, and service-oriented individual to serve as a Group Staff Assistant II. This position provides comprehensive administrative and operational support to Section Management and multiple technical groups within Section 363 and Business Administration Team (7363).

The position requires adaptability and the ability to manage multiple priorities in a dynamic work environment where interruptions, changing priorities, and time-sensitive assignments are common.

As a member of the Section 363 Business Administration Team, Staff Assistant II will report to the Group Supervisor, who also serves as the Section Business Manager.

Tasks 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.

Qualifications: 

·         Typically requires a High School diploma with a minimum of 6 years of related experience; Associate degree with a minimum of 1 year of related experience; related required training

·         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 

Preferred Skills: 

·         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 

JPL has a catalog of benefits and perks that span from the traditional to the unique. This includes a variety of health, dental, vision, wellbeing, and retirement plans, paid time off, learning, rideshare, childcare, flexible schedule, parental leave and many more. Our focus is on work-life balance, and living healthy, fulfilling lives as we Dare Mighty Things Together. For benefits eligible positions, benefits are effective the first day of the month coincident with or immediately following the employee’s start date.

For further benefits information click Benefits and Perks

The hiring range displayed below is specifically for those who will work in or reside in the location listed. In extending an offer, Jet Propulsion Laboratory considers factors including, but not limited to, the candidate’s job related skills, experience, knowledge, and relevant education/training.

The typical full time equivalent annual hiring range for this job in Pasadena, California.

JPL is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to sex, race, color, religion, national origin, citizenship, ancestry, age, marital status, physical or mental disability, medical condition, genetic information, pregnancy or perceived pregnancy, gender, gender identity, gender expression, sexual orientation, protected military or veteran status or any other characteristic or condition protected by Federal, state or local law.

In addition, JPL is a VEVRAA Federal Contractor.

EEO is the Law.

EEO is the Law Supplement

Pay Transparency Nondiscrimination Provision

The Jet Propulsion Laboratory is a federal facility. Due to rules imposed by NASA, JPL will not accept applications from citizens of designated countries or those born in a designated country unless they are U.S. Citizens, Legal Permanent Residents of the U.S or have other protected status under 8 U.S.C. 1324b(a)(3). The Designated Countries List is available here.