Staff Assistant Iii (3812) Jobs

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.

Provide office support to one or more individuals which involves purchasing; distributing information; receiving visitors; arranging travel, scheduling meetings, events and/or conferences; receiving, referring, or answering mail; setting up and maintaining files; answering and routing calls; creating letters, memos, presentations, spreadsheets and reports.

The Instruments Division provides engineering and technology leadership in the development of scientific instruments to explore the Earth, planets, and the cosmos beyond. Applications include ground based, airborne, sub-orbital, and space-based instruments and systems. Division capabilities range from instrument conceptual design through implementation, deployment, and science product generation and distribution.

The Instrument Systems Section within the Instruments Division provides the Laboratory with centers of expertise in system formulation and implementation of scientific and national instruments, including in-situ, ground, space based, airborne/suborbital and cryogenic instruments. Our section provides support from concept through delivery of instruments for program offices that include Earth Science, Planetary Science, and Astronomy. We partner with academic institutions and science communities. Instruments supported in our section include, but are not limited to: Spectrometers, radiometers, magnetometers, microwave radiometers, Ultraviolet (UV)/Visible (VIS)/Infrared (IR)/Far-IR imagers.

Responsibilities:

JPL’s Instrument Systems Section is looking for a motivated and dedicated Staff Assistant III to provide administrative & clerical support to the Section Office and technical groups within the Section. The Staff Assistant will be a member of the Business Administration Group and report to the Business Administration Manager.

Tasks Include but not limited to:

• Serve as lead Staff Assistant in process improvement and best business practices.
• Maintaining conference room schedules
• Handling Section Management and technical group members' calendars in MS Outlook and coordinating large meetings.
• Submitting iProcurement and Pcard orders; Maintain the Section’s office supplies and perform ongoing inventory.
• Participate on teams within own organization; may participate on a team outside own organization.
• Submit Visitor and On-Boarding badge access requests. Assists with escorting visitors and handling logistics for recruiting efforts, interviews, and short-term visitors.
• Serve as the Section’s Records Liaison by ensuring the Section records are organized and preserved in accordance with the provisions of JPL Records Management.
• Perform ad hoc duties as assigned.
• Coordinate special events for the Section, such as All-hands meetings, management retreats, seminars, and other and ad hoc activities.
• Providing office support to the Section Management team and multiple technical groups within the section while demonstrating the ability to maintain patience and composure in a dynamic work environment that includes interruptions and competing priorities.
• Assisting with preparation of presentations, graphics, and website/alfresco/wiki inputs, including proofreading and editing.
• Providing back-up coverage for the Section and other groups as needed.
• Update and maintain the Section’s online directory, group email distribution lists, and org chart.
• Process and prepare domestic and foreign travel itineraries, authorization requests, and expense reports.

Qualifications:

• Typically requires a High School diploma with a minimum of 8 years of related experience; Associates degree with a minimum of 4 year of related experience; or Bachelors degree with a minimum of 1 year of related experience; related required training
• Must have excellent written and verbal communication skills.
• Demonstrated ability to successfully handle discreet information.
• Expertise in planning and scheduling.
• Advanced skills in MS Office Suite (Word, Excel, PowerPoint, Access, Outlook, etc.).
• Consistent track record to work efficiently on multiple tasks while meeting commitments with high quality results and output. Prioritizing work and completing assignments accurately and in a timely manner.
• Willingness to learn new technologies and tools to enhance and/or improve office procedures and processes.
• Excellent customer service and teaming skills.
• Proven understanding of general job aspects specifically in the secretarial/administrative support profession with strong interpersonal skills.
• Motivated self-starter who takes the initiative to perform activities and resolve unusual or nonstandard problems.

Preferred Skills:

• Experience with JPL foreign and domestic travel processes and requirements.
• Experience using JPL-based tools such as Concur, Service Order Modules, WAMs, Property Manager Gateway Administrator, JPL Wiki, Alfresco, and JPL-ID.
• Knowledge of JPL/ESD policies, procedures, and practices.
• Ability to identify, learn, and apply new processes to improve business operations.
• Staff Assistant experience in a technical section office environment.
• General understanding of facilities, safety, property and applies knowledge and skills in these areas.
• Experience with Microsoft SharePoint.

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. Hiring range for this job may be adjusted based on primary work location outside of Pasadena, California. This adjusted range will be provided to candidates by the Recruiter when applicable.

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

$69,576 - $88,608

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 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.