Project Controls Administrative Specialist

Jet Propulsion Laboratory; United States; On-site; USD 64,000 - 82,000; Full time

Benefits offered by this job

Health, dental, vision plans

Wellbeing program

Retirement plan

Paid time off

Learning opportunities

Rideshare

Childcare support

Flexible schedule

Parental leave

Job summary

Jet Propulsion Laboratory in Pasadena, California seeks a self-motivated Section Staff Assistant II to join the Business Administration Team. You will support the Project Controls Section, delivering essential administrative and operational support across multiple groups.

You thrive in a high-volume, dynamic environment, coordinating travel, meetings, onboarding, timekeeping, and document production, while maintaining discretion and driving process improvements.

Qualifications

• High school diploma or equivalent with relevant experience.
• Strong knowledge of Microsoft 365 apps (Word, Excel, PowerPoint, Outlook) and Adobe Acrobat.
• Excellent planning, scheduling, and organizational skills.
• Ability to manage multiple complex tasks under pressure with minimal supervision.
• Excellent written and verbal communication and customer service.

Responsibilities

• Provide administrative support to Section Management and multiple technical groups within the section.
• Manage multiple assignments simultaneously with accuracy and professionalism in a dynamic environment with frequent interruptions and changing priorities.
• Prepare and process domestic and foreign travel, generate travel-related reports, process affiliate badge requests for domestic and foreign visitors, and provide visitor escort support as required.
• Process P-Card purchases, requisitions, and iProcurement orders, including the procurement of office supplies and other administrative needs.
• Coordinate meetings using Outlook, maintain conference room schedules, and arrange conference calls and virtual meetings using Microsoft Teams or equivalent tools.
• Assist with the preparation and development of presentations, graphics, and website content, including proofreading, editing, and formatting.
• Support office moves, workspace assignments, and new-hire preparations and onboarding activities.
• Lead the process for employees and affiliate offboarding activities, including completion of required checklist items.
• Prepare, maintain, and update Work Authorization Memos (WAMs).
• Coordinate on-site and off-site workshops, meetings, and other business events.
• Assist with candidate interview coordination, including developing interview schedules, coordinating logistics, and providing administrative support throughout the interview process.
• Serve as the Section timecard SME/Timekeeper and provide timekeeping guidance to personnel as needed.
• Prioritize assignments and complete work accurately, efficiently, and within established deadlines.
• Provide responsive and professional customer service to personnel at all levels of the organization.
• Identify opportunities for process improvements and implement effective administrative practices and procedures.
• Support a variety of ad hoc assignments and special projects based on Section and organizational needs.
• Exercise appropriate discretion and confidentiality when handling sensitive or business-critical information.

Skills

Microsoft Word

Microsoft Excel

PowerPoint

Microsoft Outlook

Adobe Acrobat

Timekeeping

Customer service

Office administration

Education

High School diploma

Associates degree

Tools

Concur

Service Order Modules

Timekeeping

Requisitions

P-Card

UCS

WAMs

Property Manager Gateway Administrator

Microsoft Teams

DocuShare

Alfresco

JPL-ID

Microsoft Project

Access

Visio

SharePoint

Photoshop

Publisher

Job description

Jet Propulsion Laboratory in Pasadena, California seeks a self-motivated Section Staff Assistant II to join the Business Administration Team. You will support the Project Controls Section, delivering essential administrative and operational support across multiple groups.

You thrive in a high-volume, dynamic environment, coordinating travel, meetings, onboarding, timekeeping, and document production, while maintaining discretion and driving process improvements.