Staff Assistant III

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

Benefits offered by this job

Health benefits

Dental & vision plans

Wellbeing programs

Retirement plans

Paid time off

Learning opportunities

Rideshare program

Childcare support

Flexible schedule

Parental leave

Job summary

Jet Propulsion Laboratory in Pasadena, California seeks a self-motivated Section Staff Assistant III to provide comprehensive administrative support to Section 353 and 7353 Business Administration Team. The role requires strong customer service, organization, and flexible multitasking in a dynamic environment.

Responsibilities include travel planning, badge coordination, timekeeping, meeting coordination, and assisting with presentations and onboarding.

Qualifications

• High School diploma or equivalent with related experience.
• Associates degree w/ 4+ years of related experience or Bachelor’s w/ 1+ year of related experience.

Responsibilities

• Provide office operations support to Section Management and multiple technical groups.
• Prepare travel and badge requests for visitors (domestic/foreign).
• Process P-card purchases and requisitions; manage office supplies.
• Coordinate meetings via Outlook/Teams and maintain room schedules.
• Serve as Timekeeper and provide timekeeping guidance.
• Assist with presentations, graphics, and website inputs.
• Assist with office moves and new hire onboarding/offboarding.

Skills

Office organization

Customer service

Time management

Communication

Multitasking

MS Office

Meetings scheduling

Education

High School diploma

Associates degree

Bachelor’s degree

Tools

MS Teams

Concur

Service Order Modules

Timekeeping

P-Card

UCS

WAMs

DocuShare

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.

Mechanical & Controls Systems Division engages in research, technology development, and the creation of advanced mechanical, robotics, guidance & control, thermal, propulsion, and electronic packaging systems.

Thermal, Propulsion & Materials Engineering Section (353) provides leadership and unique world-class expertise in a wide range of systems, technologies, and technical discipline areas of chemical and electrical propulsion, thermal and cryogenic systems, materials, contamination control, planetary protection, analytical chemistry, and multiphase flow. This section is responsible for design, analysis, fabrication, testing, integration, and operations of thermal and propulsion flight systems for JPL missions. This section is also responsible for providing materials and process engineering, contamination control engineering, planetary protection engineering, materials testing, and analytical chemistry support to technology and flight programs.

We are seeking a self-motivated, highly organized, and service-oriented individual to serve as a Section Staff Assistant III. This position provides comprehensive administrative and operational support to Section Management and multiple technical groups within Section 353 and Business Administration Team (7353). This is primarily an administrative support position requiring solid customer service experience, great organizational skills, attention to detail, and being agile and flexible in a highly dynamic working environment.

Section 353 Business Administration Team , the Section Staff Assistant III will report to the Group Supervisor, who also serves as the Section Business Manager.

Tasks include but are not limited to:

• Provide office operations support to the Section Management team and multiple technical groups within the section, while demonstrating the ability to multi-task and maintain patience and composure in a dynamic work environment that includes interruptions and changing priorities
• Preparing and processing foreign and domestic travel, generating travel reports, processing affiliate badge requests for domestic and foreign visitors and escorting visitors as necessary
• Process P-card purchases, requisitions and iProcurement orders, including ordering office supplies
• Coordinating meetings via Outlook and Teams, maintaining conference room schedules, arranging conference calls via Teams or equivalent
• Serve as the Section timecard Subject Matter Expert (SME)/Timekeeper and provide timekeeping guidance to personnel as needed.
• Assisting with preparation of presentations, graphics, and website inputs, including proofreading and editing
• Assisting with office moves and new hire preparations
• Assisting with offboarding actions including clearing checkpoints
• Prepare, maintain, and update Work Authorization Memos (WAMs).
• Coordinate on-site and off-site workshops, meetings, and other business events.
• Assisting with the coordination of candidate interviews including but not limited to preparing interview schedules, etc.
• Demonstrating a solid customer service orientation, great organization skills, and flexibility in the performance of the job
• Prioritizing work and completing assignments accurately and in a timely manner
• Regularly supporting multiple and various ad hoc assignments.

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; or related required training.
• Solid understanding of general job aspects specifically in the secretarial/administrative support profession with strong organizational, computer and interpersonal skills
• Thorough understanding of office procedures and office automation applications: MS Office, Word, Excel, Power Point, Adobe Acrobat, Outlook and applies knowledge and skills in this area
• Strong meeting planning and scheduling skills
• Demonstrated ability to work effectively under pressure on multiple complex tasks, and work independently with minimal supervision to meet commitments to delivering high-quality products
• Motivated self-starter who takes the initiative to establish and implement process improvements
• Ability to evaluate situations and apply good judgement in any necessary resolution
• Must be a team player with excellent written and oral communication skills
• Ability to interact effectively with all levels of personnel and provide excellent customer service
• Must exercise proper discretion when dealing with sensitive information
• Proven success in the administrative support profession with the ability to maintain patience and composure in a dynamic work environment that includes interruptions and changing priories
• Willingness and ability to identify, learn, and apply new processes and enhanced tools to improve office operations
• Proficient in M365 Office suite, which includes, but not limited to, Word, Excel, PowerPoint, and Outlook

Preferred Skills:

• Extensive understanding of JPL/ESD policies, procedures, and practices
• Previous Staff Assistant experience in technical section office environment
• Experience using JPL-based tools such as Concur, Service Order Modules, Timekeeping, Requisitions, P-Card, UCS, WAMs, Property Manager Gateway Administrator, MS Teams, DocuShare, Alfresco and JPL-ID
• Experience with the JPL-ID process and on-boarding of volunteers, affiliates, and foreign nationals
• Knowledge of JPL foreign and domestic travel policies and experience with procedures.
• Familiar with MS Project, Access, Visio, SharePoint, Photoshop, and Publisher
• General understanding of JPL facilities, safety, and property policies and procedures
• Willingness to look for, learn, and apply new information technology 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.

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

$79,560 - $103,376

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.