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Staff Assistant II At Jet Propulsion Laboratory

Location: Pasadena, California

Job Description

Overview

With an unmatched history creating groundbreaking advances in science and technology, JPL has been in the space exploration business since the beginning. 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 teamwork, and reward excellence.

We resonate with people who are looking for ways to go further and offer an opportunity to be part of a team of passionate and dedicated engineers working with some of the world’s best capabilities and cutting- edge technology in science, technology, and engineering. We take great pride in JPL’s innovative work culture, and offer a comprehensive benefits plan, relocation, tuition reimbursement, and generous Caltech retirement contributions.

Responsibilities

We seek a self-motivated individual who can work well both independently and in a team environment to serve as a Group Staff Assistant Level 2 that will provide administrative & clerical support to multiple technical groups within the Mission Control Systems Section and back-up support to the Section Office within the Engineering and Science Division . This is primarily an administrative support position demonstrating a solid customer orientation, great organizational skills and being agile and flexible in the performance of the job.


You will be a member of the Business Administration Group and report to the Business Administration Manager.


Tasks may include:

Preparing and processing foreign and domestic travel, generating travel reports, processing affiliate badge requests for domestic and foreign visitors and escorting visitors as necessary.
P-card purchasing and iProcurement orders
Coordinate meetings via Outlook, maintaining conference room schedules, arranging conference calls via WebEx.
Assisting with preparation of presentations, graphics, and website inputs, including proofreading and editing, coordinating office moves and new hire preparations.
May assist in performing ergonomic evaluations, updating WAMs, coordinating on-site and off-site workshops and other ad hoc assignments.
Updating Section Wiki as needed.
Help with coordination of Section Noontime Seminars, recording, editing and publishing on Section Wiki.
Assist with Early Career/Experienced/Contractor hire recruiting. Include, but not limited to preparation of interview schedule, escorting, etc.

Qualifications

Typically requires a High School diploma with a minimum of 6 years of related experience; Associates degree with a minimum of 1 year of related experience; related required training.

  • Experience in the secretarial profession with strong organizational, computer and interpersonal skills.
  • Strong planning and scheduling skills.
  • Ability to work effectively under pressure on multiple complex tasks, and work independently with minimal supervision to meet commitments with 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 handling assignments of a discreet nature and when dealing with sensitive material.
  • Must be proficient in Microsoft Word, Excel, PowerPoint, and Outlook.
Preferred Skills:
  • Extensive understanding of JPL/ESD policies, procedures, and practices.
  • Staff Assistant experience in a technical section office environment.
  • Experience with JPL tools such as Docushare, JPLID, UCS, Travel and Timekeeping.
  • Knowledge of JPL procurement processes such as Purchase Requisition, P-Card and iProcurement.
  • Familiarity with the JPL-ID process and on-boarding of volunteers, affiliates, and foreign nationals.
  • Experience with Microsoft SharePoint.
  • Experience with Confluence.
  • Experience with JPL foreign and domestic travel policies and procedures.
  • Willingness to look for, learn, and apply new Information Technology (IT) tools to office procedures and processes.

New ideas are all around us, but only a few will change the world. That is our focus at JPL. We ask the biggest questions, and then search the universe for answers—literally. We build upon ideas that have guided generations, and 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