Academic Engagement Office Program Support Level 1 (Program Specialist)

Jet Propulsion Laboratory; United States; On-site; USD 60,000 - 83,000; Full time

Benefits offered by this job

Health insurance

Dental coverage

Vision care

Wellbeing programs

Retirement plans

Paid time off

Learning opportunities

Rideshare

Childcare support

Flexible schedule

Parental leave

Job summary

Jet Propulsion Laboratory in Pasadena, California seeks an administrative professional to support its student internship and postdoctoral fellowship programs, handling day-to-day operations and ensuring smooth workflows.

You will coordinate applications, onboarding/offboarding, respond to inquiries, assist with engagement events, and help maintain data platforms like Smartsheet, Microsoft Teams, Excel, and SharePoint to generate accurate reports.

Qualifications

• Bachelor’s degree in Education, Business Administration, Communication, STEM or related field.
• Masters in a similar related discipline.
• 0-1 years of experience working in education, administration, communication or related environments.
• Demonstrated technical aptitude and ability to quickly learn new systems, tools, and platforms to support efficient program operations.
• Proficiency with Microsoft 365 tools, including Word, Excel, PowerPoint, Co-Pilot, Outlook, Teams and SharePoint.
• Familiarity with workflow automation, work management, design, and/or AI-enabled tools (Smartsheet, Power Automate, Power BI, Canva, or similar platforms).

Responsibilities

• Facilitate logistical and administrative support for JPL’s student internship and postdoctoral fellowship programs, ensuring smooth day-to-day operations.
• Manage routine program workflows, including application processing, onboarding and offboarding coordination, monitoring students/participant status, troubleshooting, and responding to inquiries from students, postdocs, mentors and advisors.
• Support planning and execution of engagement events, including in-person attendance, by helping with logistics, setup, and welcoming and interacting with participants.
• Contribute to program visibility through internal social media.
• Provide occasional presentations to students, postdoc, or mentor groups as needed.
• Utilize and maintain internal data platforms (student and postdoc portal, Smartsheet, Microsoft Teams, Excel) to track program metrics and generate accurate reports.
• Identify opportunities to streamline internal processes and assist with implementing improvements.
• Represent programs at occasional offsite events requiring confident, professional engagement with the public.
• Ensure compliance with all institutional policies, partner agreements, and NASA-specific regulatory requirements.
• Perform ad hoc duties as assigned.

Skills

Microsoft 365 tools

Smartsheet

Power Automate

Power BI

Education

Bachelor’s degree in Education, Business Administration, Communication, STEM or related field

Masters in a similar related discipline

Tools

Smartsheet

Power Automate

Power BI

Canva

Job description

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.

Responsibilities:

• Facilitate logistical and administrative support for JPL’s student internship and postdoctoral fellowship programs, ensuring smooth day-to-day operations.
• Manage routine program workflows, including application processing, onboarding and offboarding coordination, monitoring students/participant status, troubleshooting, and responding to inquiries from students, postdocs, mentors and advisors.
• Support planning and execution of engagement events, including in-person attendance, by helping with logistics, setup, and welcoming and interacting with participants.
• Contribute to program visibility through internal social media.
• Provide occasional presentations to students, postdoc, or mentor groups as needed.
• Utilize and maintain internal data platforms (student and postdoc portal, Smartsheet, Microsoft Teams, Excel) to track program metrics and generate accurate reports.
• Identify opportunities to streamline internal processes and assist with implementing improvements.
• Represent programs at occasional offsite events requiring confident, professional engagement with the public.
• Ensure compliance with all institutional policies, partner agreements, and NASA-specific regulatory requirements.
• Perform ad hoc duties as assigned.

Qualifications:

• Bachelor’s degree in Education, Business Administration, Communication, STEM or related field; Masters in a similar related discipline.
• 0-1 years of experience working in education, administration, communication or related environments.
• Demonstrated technical aptitude and ability to quickly learn new systems, tools, and platforms to support efficient program operations.
• Proficiency with Microsoft 365 tools, including Word, Excel, PowerPoint, Co-Pilot, Outlook, Teams and SharePoint.
• Familiarity with workflow automation, work management, design, and/or AI-enabled tools (Smartsheet, Power Automate, Power BI, Canva, or similar platforms).
• Strong organizational skills with an ability to manage multiple projects and deadlines.
• Ability to work independently and collaboratively in a fast-paced, team-oriented environment.
• Excellent customer service, organizational, interpersonal, verbal and written communication skills.
• Experience preparing presentations, reports, or briefing materials for stakeholders.

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. $59,696 - $83,096

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.

Formed in 1936, the NASA Jet Propulsion Laboratory is a federally funded research and development center managed for NASA by the California Institute of Technology (Caltech.) JPL joined NASA as an FFRDC when the agency was founded in 1958. JPL helped open the Space Age by developing America’s first Earth-orbiting science satellite, creating the first successful interplanetary spacecraft, and sending robotic missions to the solar system. Today JPL continues its world-leading innovation, implementing programs in planetary exploration, Earth science, space-based astronomy and technology development while applying its capabilities to technical and scientific problems of national significance. Above all, we are explorers. At JPL we promote collaboration, innovation, integrity, and excellence in distinct academic areas. We turn ideas for science investigation into the reality of groundbreaking space missions, partnering with our strategic business teams to guide JPL into the future.