Staff Assistant ll

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.

Responsibilities:

The Environmental Assurance, Occupational Safety & Quality Assurance Business Administration Team (7011) is seeking a motivated and experienced Staff Assistant II. The selected candidate will report to the 7011 Business Manager. The position requires adaptability and the ability to manage multiple priorities in a dynamic work environment where interruptions, changing priorities, and time-sensitive assignments are common. The ideal candidate will have previously demonstrated a strong sense of collaborative, team player philosophy, knowledge of applicable Laboratory policies and procedures, as well as excellent teaming and communication skills, professionalism, a strong work ethic, a process improvement mindset, and the ability to provide excellent customer service. This position supports the Environmental Assurance Program Office (EAPO), Occupational Safety Program Office (OSPO), and the Quality Assurance Office (QA).

Tasks Include but not limited to:

General Support to EAPO/OSPO/QA:

• Provide administrative and office operations support to the Section Management team and multiple technical groups within the section.
• Manage multiple assignments simultaneously while maintaining accuracy, professionalism, patience, and composure in a dynamic environment with frequent interruptions and changing priorities.
• Personnel Logistics: Lead onboarding and offboarding activities for JPL hires and contractors, including office moves, new-hire provision arrangements, checkpoint clearances, and Section Welcome emails.
• Assist with candidate interview coordination, including developing interview schedules, coordinating logistics, and providing administrative support throughout the interview process.
• Travel Coordination: Preparing complex foreign and domestic travel arrangements and generating detailed travel reports.
• Serve as a timecard Subject Matter Expert (SME)/Timekeeper and provide timekeeping guidance to personnel as needed.
• Lead UCS monitoring, updating, and cleanup
• Visitor Management: Processing visitor requests for US persons and foreign nationals and providing escorting duties as necessary.
• Event Planning: Planning and coordinating Section seminars, workshops, retreats, and social events.
• Gather input and prepare reoccurring presentations/reviews/reports (e.g. QMR, SIG events)
• Maintaining and updating Section resources, including Wiki pages, SharePoint, and Alfresco

EAPO/OSPO specific support:

• Support OSPO/EAPO Business Administrator on environmental permits paperwork, issuing checks (e.g. for City of Pasadena) in coordination with account payable, Prepare IOM and cover letter
• Support excavation permits paperwork
• Manage critical EAPO/OSPO staff certifications/training and renewals
• Obtaining high-level signatures (Directorate & Laboratory Deputy Director) on regulatory compliance permits & certifications
• Coordinate time critical incoming and outgoing postal mail (Invoices, Permits, etc.)
• Support Event Planning as needed: Planning and coordinating Section seminars, workshops, retreats, social events, and NASA/NOJMO meetings/visits/audits

Qualifications:

• Education and Experience: Typically requires a High School diploma with a minimum of 6 years of related experience; Associate's degree with a minimum of 1 year of related experience; Bachelor's degree with 0 -1 year of related experience; related required training.
• Professional Expertise: Advanced understanding of both general and detailed aspects of the staff assistant profession, including the ability to apply practical solutions to non-standard problems and situations.
• Technical Proficiency: Proficient knowledge of the Microsoft 365 Office Suite and Adobe Acrobat.
• Communication & Ethics: Excellent planning, scheduling, written, and oral communication skills; must exercise proper discretion when handling assignments of a discreet nature and dealing with sensitive material.
• Execution: Motivated self-starter with the ability to work effectively under pressure on multiple complex tasks; must work independently with minimal supervision to deliver high-quality products.
• Interpersonal Skills: Proven ability to interact professionally with all levels of personnel and provide excellent customer service.

Preferred Skills:

• Institutional Knowledge: Extensive understanding of JPL policies, procedures, and practices.
• Experience using JPL-specific tools and systems, including UKG, UFO, ANF, Timekeeping, Alfresco, and JPL-ID.
• Extensive knowledge of JPL foreign/domestic travel policies.
• Personnel Onboarding & Offboarding: Experience with the JPL-ID process and the onboarding and offboarding of employees and affiliates.
• General knowledge of JPL facilities, safety, property, and related administrative policies and procedures.
• Demonstrated willingness and ability to research, learn, and apply new information technology tools and resources to improve office procedures, processes, and overall operational efficiency.

Note: As a temporary position, this assignment may last up to 36 months in duration with approvals based on 6 to 12-month assignments. However, please note that you are not under any employment contract and your temporary employment status can be terminated at any time, with or without notice.

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.

$66,352 - $83,928 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.