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.

JPL’s Science Division is seeking an expert and motivated Section Staff Assistant III. This is an exciting opportunity to be part of an organization that conducts research in all aspects of Planetary science, Earth science, Astrophysics and Space science! You will also provide scientific leadership in the design, planning and implementation of space-borne experiments, missions and instruments for the JPL Engineering and Science Directorate! You will be a member of the Business Team and provide administrative/clerical support to the Astrophysics and Space Sciences Section Office and back-up support to the Division Office. This is primarily an administrative support position demonstrating customer orientation, outstanding organizational skills, and being agile and flexible in the performance of the job and report to the Section Business Administration Manager (BAM).

Tasks may include, but are not limited to:

• Provide clerical support to Section management, their staff, and group members.

• Coordinate and maintain lively and sophisticated calendars, schedule and maintain standing staff meetings, set up and host WebEx/Teams conferencing calls.

• Coordinate conference room scheduling.

• Process and prepare domestic and foreign travel logistics/bookings, authorization requests, and expense reports.

• Coordinate and submit foreign travel and heavily-attended forecasts for the Section.

• Perform other subject matter duties for travel policies and procedures and timekeeping.

• Coordinate the Section’s Google drive for saving and sharing of pertinent documents and information.

• Process documents into eSign and supervise the approval process and forward and communicate eSign documents and status accordingly.

• Update and maintain the Section’s online directory, group email distribution lists, org chart, and planning calendar.

• 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.

• Submit Visitor requests. Assists with escorting visitors and handling logistics for recruiting efforts, interviews, and domestic and foreign short-term visitors.

• Coordinate on-boarding/off-boarding, new hire preparations, office moves, ergonomic evaluations.

• Submit paper timecards, updating WAMs and UCS accounts.

• Compose and edit correspondence and presentation materials, graphics, website inputs, and new hire materials.

• Maintain the Section’s office supplies and perform ongoing inventory; handle vital procurements by applying iProcurement, Purchase Requisitions, and P-Cards.

• Coordinate special events for the Section, such as All-hands, management retreats, seminars, and other ad hoc activities.

• Serve as lead Staff Assistant for all Staff Assistants in the Section in process improvement and best business practices.

• Participate on teams within own organization and outside own organization.

• Other ad hoc duties, as assigned.

Qualifications:

• 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; related required training.

• Extensive expertise in the secretarial profession with strong organizational, computer and interpersonal skills.

• Excellent planning and scheduling skills.

• Ability to work effectively under pressure on multiple sophisticated tasks, and work independently with minimal direction to meet commitments with high quality products.

• Motivated self-starter who takes the initiative to establish and implement process improvements.

• Ability to evaluate situations and apply good judgment in any vital resolution.

• Excellent written and verbal communication skills.

• Ability to interact optimally with all levels of personnel and provide excellent customer service.

• Exercise accurate discretion when handling assignments of a discreet nature and when looking after critical material.

• Standout colleague and be able to optimally lead teams of other Staff Assistants.

• Proficient in Microsoft, Word, Excel, PowerPoint, Outlook, and OneNote.

Preferred Skills:

• Extensive understanding of JPL/ESD policies, procedures, and practices.

• Staff Assistant experience in a technical section office environment.

• Experience with JPL tools such as JPLID, UCS, Travel (Concur), Timekeeping, Education Office Internship and Fellowship Portal, and Postdoc Office Database System (PODS).

• Knowledge of JPL procurement processes such as Purchase Requisition, P-Card, and iProcurement.

• Familiarity with the JPL-ID process and on-boarding of volunteers, affiliates, and foreign nationals.

• Experience with Microsoft SharePoint, Adobe Acrobat, Visio, Publisher, and Website design.

• Experience with JPL foreign and domestic travel policies and procedures.

• Willingness to look for, learn, and apply new Information Technology (IT) tools to office procedures and 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. 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.

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.