Section 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 JPL Communications and Instruments Division perform scientific investigations, advanced technology research, engineering developments and system implementations encompassing space telecommunications, tracking and active remote sensing using electromagnetic waves.

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 Section Staff Assistant III. This position provides comprehensive administrative and operational support to Section Management and multiple technical groups within Section 363 and Business Administration Team (7363).

The successful candidate will demonstrate excellent organizational and interpersonal skills, strong attention to detail, sound judgment, and the ability to work effectively both independently and as part of a team. 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 III will report to the Group Supervisor, who also serves as the Section Business Manager.

Key Responsibilities

·         Provide administrative and office operations support to the Section Management team and multiple technical groups within the section.

·         Manage multiple assignments simultaneously while maintaining accuracy, professionalism, patience, and composure in a dynamic environment with frequent interruptions and changing priorities.

·         Prepare and process domestic and foreign travel, generate travel-related reports, process affiliate badge requests for domestic and foreign visitors, and provide visitor escort support as required.

·         Process P-Card purchases, requisitions, and iProcurement orders, including the procurement of office supplies and other administrative needs.

·         Coordinate meetings using Outlook, maintain conference room schedules, and arrange conference calls and virtual meetings using Microsoft Teams or equivalent tools.

·         Assist with the preparation and development of presentations, graphics, and website content, including proofreading, editing, and formatting.

·         Support office moves, workspace assignments, and new-hire preparations and onboarding activities.

·         Lead the process for employees and affiliate offboarding activities, including completion of required  checklist items.

·         Prepare, maintain, and update Work Authorization Memos (WAMs).

·         Coordinate on-site and off-site workshops, meetings, and other business events.

·         Assist with candidate interview coordination, including developing interview schedules, coordinating logistics, and providing administrative support throughout the interview process.

·         Serve as the Section timecard Subject Matter Expert (SME)/Timekeeper and provide timekeeping guidance to personnel as needed.

·         Prioritize assignments and complete work accurately, efficiently, and within established deadlines.

·         Provide responsive and professional customer service to personnel at all levels of the organization.

·         Identify opportunities for process improvements and implement effective administrative practices and procedures.

·         Support a variety of ad hoc assignments and special projects based on Section and organizational needs.

·         Exercise appropriate discretion and confidentiality when handling sensitive or business-critical information.

Basic Qualifications

·         Typically requires a High School diploma with a minimum of six years of related experience, an associate degree with a minimum of one year of related experience, or equivalent related training and experience.

·         Demonstrated knowledge of general administrative and secretarial practices, with strong organizational, computer, and interpersonal skills.

·         Thorough understanding of office procedures and office automation applications, including Microsoft 365 applications such as Word, Excel, PowerPoint, and Outlook, as well as Adobe Acrobat.

·         Strong meeting planning, scheduling, coordination, and organizational skills.

·         Demonstrated ability to manage multiple complex assignments, work effectively under pressure, and operate independently with minimal supervision while consistently delivering high-quality work.

·         Demonstrated initiative and willingness to learn new technologies, tools, processes, and procedures to enhance office operations and improve efficiency.

·         Ability to evaluate situations, exercise sound judgment, and determine appropriate courses of action.

·         Excellent written and verbal communication skills and the ability to work effectively as part of a team.

·         Demonstrated ability to interact effectively with personnel at all organizational levels while providing a high level of customer service.

·         Demonstrated ability to maintain professionalism, patience, and composure in a dynamic work environment with frequent interruptions and changing priorities.

·         Ability to identify, learn, and apply new processes and technologies to improve administrative operations and workflows.

·         Proficiency with the Microsoft 365 Office suite, including, but not limited to, Word, Excel, PowerPoint, and Outlook.

Preferred Skills and Experience

·         Extensive knowledge of JPL/ESD policies, procedures, and administrative practices.

·         Previous Staff Assistant experience in a technical section or engineering office environment.

·         Experience using JPL-specific tools and systems, including Concur, Service Order Modules, Timekeeping, Requisitions, P-Card, UCS, WAMs, Property Manager Gateway Administrator, Microsoft Teams, DocuShare, Alfresco, and JPL-ID.

·         Experience supporting the JPL-ID process and onboarding volunteers, affiliates, foreign nationals, and other nontraditional personnel.

·         Knowledge of JPL domestic and foreign travel policies and procedures.

·         Familiarity with Microsoft Project, Access, Visio, SharePoint, Photoshop, and Publisher.

·         General knowledge of JPL facilities, safety, property, and related administrative policies and procedures.

·         Demonstrated willingness and ability to research, learn, and apply new information technology tools and resources to improve office procedures, processes, and overall operational efficiency.

  see the Discipline Matrix on the HR Knowledge Base Website under Job Classifications.

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.