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Staff Assistant III 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

Do you have a passion for space exploration and working within a cutting- edge technology environment in the business group of Commercial Subcontracts and Strategic Sourcing Section (2620) ? Are you a strategic team player and enjoy the challenge of being a lead Staff Assistant and providing office support to the Section Manager, four groups within the Section, including approximately 40 subcontracts managers?


We seek a motivated individual that can work well both independently and in a team environment to serve as a Staff Assistant Level 3. You will be a part of JPL's Acquisition Division’s Commercial Subcontracts and Strategic Sourcing Section (2620) and report to the Section Manager.

Tasks include:

  • Prioritizing work and completing assignments in a timely manner.
  • Providing various reports for customers and section members; distributing information.
  • Coordinating requests and escorting visitors.
  • Arranging and processing travel.
  • Ccoordinating personnel move and; supporting the on-boarding and off-boarding process
  • Outlook calendar management for leadership; coordinating and scheduling special events/conferences/appointments.
  • Support Section training needs utilizing the Learning Management System (LMS).
  • Setting up and maintaining electronic files.
  • Purchasing and organizing supplies/services; arranging purchase of and tracking of all property, communications, and IT equipment/subscriptions and applicable institutional charges.
  • Assisting with presentation materials, and audits; accountable for facilities and service requests to maintain office equipment and a safe working environment.
  • Direct customer help inquiries; participate on teams within own organization and interacting with organizational peers; ad hoc duties as required.

Qualifications

  • Typically requires a High School diploma with a minimum of 8 years of related experience; Associates degree with a minimum of 4 years related experience; or Bachelors degree with a minimum of 1 year of related experience; related required training.
  • Advanced understanding of both general and detailed aspects of job and work techniques in the administrative profession; as well as practical applications to problems and situations ordinarily encountered.
  • Advanced understanding of MS Office: Excel, PowerPoint, Outlook, and applies knowledge and skills in this area.
  • Advanced understanding of applicable policies, procedures, and practices in timekeeping, travel and other institutional systems.
  • Motivated self-starter who takes the initiative to perform activities and resolve unusual or nonstandard problems.
  • Ability to evaluate situations and apply good judgment in any necessary resolution and to identify opportunities to propose new work techniques and efficiencies.
  • Must have excellent typing, spelling, grammar, written and oral communication skills
  • Must exercise proper discretion when handling assignments of a discreet nature and when dealing with sensitive material.
  • Team oriented, working best in a collaborative environment and thrives on interactions with others.

Preferred Skills:
  • Excellent administrative skills with JPL experience, knowledge of JPL policies and procedures.
  • Interpersonal skills, ability to communicate with a diverse workforce.
  • Uses opportunities to learn and expand areas where value can be added.

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.