Will be a member of the Logistics and Technical Information Division and report to the Division Manager. Will be responsible for providing staff assistant support to Technical Information Section management and their staff members. Will demonstrate a solid customer service orientation and excellent organizational skills. Duties include: coordinating and maintaining busy and dynamic calendars, preparing travel, assisting in composing and editing correspondence. Processing visit requests and receiving visitors as well as assisting with review planning. Maintaining office supply inventory, screening and directing incoming phone calls, receiving, referring, or answering mail, and coordinating conference room scheduling. Creating letters, memos, presentations, spreadsheets and reports and ad hoc assignments as required.
Will interface routinely with JPL senior management and demonstrate the ability to successfully handle discreet information, work under pressure, and balance multiple tasks.
Will assist the division administrator with a number of daily duties, such as iProcurement purchases, tracking action items, maintaining organization charts and telephone and email lists. Will assist with occasional tasks such as property inventory. Will provide back up support to the other division staff assistants during absences, overflow, and high priority situations.
Will follow established procedures and take ownership of tasks and review them with administrative staff or management staff for completeness and accuracy.
•Process and maintain sensitive information
•Manage calendars/schedules for management
•Track action items for project staff
•Participate in team meetings and project reviews
•Take responsibility for own work and require general supervision and instruction
•Apply basic judgment to solve moderately difficult issues
•Routinely interact with senior project staff and occasionally interact with external customers
•Performs moderately complex job functions and activities within moderate scope.
•Routine work is typically reviewed thoroughly upon completion; new work assignments are reviewed throughout the entire process for adequacy and accuracy.
•Actions, decisions and recommendations may have a minimal to moderate impact on team operations and minimal impact outside own organization.
•Errors can be detected and corrected but may cause moderate loss of time or customer/user dissatisfaction.
•May use innovative and creative approaches to analyze special situations.
•Works on moderately difficult assignments; resolves issues and makes recommendations; may refer complex issues to higher levels.
•Applies applicable policies, procedures, and practices to resolve a variety of new and routine issues.
•Communicates to obtain or exchange detailed information, requiring some explanation or interpretation.
•Resolves intermediate/day-to-day/ common customer service issues.
•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.
•Solid understanding of general job aspects and details in: secretarial support to managers and administrative staff with emphasis on very strong interpersonal and verbal and written communication skills. Broad understanding in: JPL policies and procedures including business ethics and IT security.
•Excellent interpersonal, organizational, and communication skills.
•Ability to work effectively under pressure on multiple tasks while meeting commitments with high quality results.
•Willingness to learn and adapt in a dynamic environment and come to anticipate the needs of the staff.
•Ability to evaluate situations and apply good judgment to find the appropriate solution.
•Must demonstrate the ability to successfully handle discreet information.
•Some JPL staff assistant experience, preferably in a project or section office.
•Extensive knowledge and experience with Microsoft suite applications, JPL foreign and domestic travel processes and iProcurement
•Some experience with Docushare, P-card, PDMS, and shipping and mailing services
•Knowledge of JPL policies and procedures.
•Self-motivation, a positive attitude and willingness to take initiative
•Thorough understanding of general office operations, strong customer service, Microsoft suite applications including Outlook and applies knowledge and skills in this area.
•Solid understanding of applicable policies, procedures, and practices at JPL, general office environments, relating to JPL travel, relating to JPL purchasing, and how to handle discreet information.
If you'd like to discover new worlds with our innovative team and enjoy a competitive salary and impressive benefits with the renowned leader in space exploration, apply now!
If you need special assistance or an accommodation to apply for a posted position, contact our Human Resources department at (818) 354-5150 or Staffing@jpl.nasa.gov.
JPL is an Equal Opportunity Employer devoted to work force diversity.