Academic Engagement Office Program Support Level 1 (Program Specialist)

citjpl; United States; On-site; USD 60,000 - 83,000; Full time

Benefits offered by this job

Health insurance

Dental plan

Vision plan

Retirement plan

Flexible schedule

Job summary

Jet Propulsion Laboratory in Pasadena, California, invites applications for a program operations assistant supporting student internships and postdoctoral fellowships. You will handle day-to-day operations, onboarding, and participant communications to keep programs running smoothly.

This role requires strong organizational and communication skills, proficiency with Microsoft 365 and Smartsheet, the ability to manage multiple projects, and a commitment to NASA policies and safety.

Qualifications

• Bachelor’s degree in Education/Business Administration/Communication/STEM or related field
• Masters in a related discipline
• Proficiency with Microsoft 365 tools and data platforms
• Experience with workflow automation or AI-enabled tools

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.

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.

Benefits and Perks

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.

Salaries & Hiring Range

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

$59,696 - $83,096

Equal Opportunity Employer

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 chara