Administrative Operations Specialist (Staff Assistant III)

Jet Propulsion Laboratory; United States; On-site; USD 80,000 - 103,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

Vision insurance

Wellbeing programs

Retirement plans

Paid time off

Learning opportunities

Rideshare benefits

Childcare support

Flexible schedule

Parental leave

Job summary

Jet Propulsion Laboratory in Pasadena, California seeks a motivated Staff Assistant III to provide comprehensive administrative support to Section 363 and the Business Administration Team. The role includes travel and badge processing, P-Card and requisition handling, meeting coordination, onboarding, and timekeeping duties.

The ideal candidate has strong organizational and communication skills, proficiency with Microsoft 365 apps, and the ability to manage multiple priorities with discretion in

Qualifications

• High School diploma with 6+ years related experience, or Associate degree with 1+ year related experience, or equivalent training.
• Strong admin and secretarial practices with solid organizational, computer, and interpersonal skills.
• Proficiency in Microsoft 365 apps (Word, Excel, PowerPoint, Outlook) and Adobe Acrobat.
• Excellent planning, scheduling, and coordination abilities.
• Ability to manage multiple complex assignments under pressure with minimal supervision.
• Willingness to learn new technologies, tools, and procedures to improve operations.
• Excellent written and verbal communication and strong customer service.

Responsibilities

• Provide administrative and office operations support to Section Management and multiple technical groups.
• Manage multiple assignments with accuracy in a dynamic environment.
• Prepare domestic and foreign travel and related reports; process affiliate badge requests and escort visitors.
• Process P-Card purchases, requisitions, and iProcurement orders.
• Coordinate meetings using Outlook and schedule conference rooms; arrange virtual meetings via Teams.
• Assist with presentations, graphics, and website content; proofreading and formatting.
• Support onboarding, workspace moves, and new-hire preparations.
• Lead offboarding processes and complete required checklists.
• Maintain Work Authorization Memos (WAMs) and coordinate workshops.
• Assist with candidate interview coordination and interview scheduling.
• Serve as Timekeeper SME and provide timekeeping guidance.
• Identify process improvements and support ad hoc projects.
• Exercise discretion handling sensitive information.

Skills

Administrative support

Microsoft 365

Timekeeping

Travel coordination

Customer service

Discretion & confidentiality

Education

High School diploma

Associate degree

Tools

Concur

P-Card

Service Order Modules

Timekeeping systems

DocuShare

JPL-ID

Job description

Jet Propulsion Laboratory in Pasadena, California seeks a motivated Staff Assistant III to provide comprehensive administrative support to Section 363 and the Business Administration Team. The role includes travel and badge processing, P-Card and requisition handling, meeting coordination, onboarding, and timekeeping duties.

The ideal candidate has strong organizational and communication skills, proficiency with Microsoft 365 apps, and the ability to manage multiple priorities with discretion in