Group Staff Assistant II - Ground Software & Systems Engineering

Responsibilities

• We are seeking a highly professional, self-motivated individual to serve as a Group Staff Assistant II . This role requires a strong commitment to service excellence, organizational precision, and operational flexibility within a fast-paced, high-volume, and dynamic organization.
• As a member of 7343 Ground Software & Systems Engineering Business Administration Team , you will report to the Section Business Manager .
• Tasks include but are not limited to:
• Preparing and processing complex foreign and domestic travel, including generating travel reports and assisting with compliance requirements
• Processing affiliate and visitor badge requests for domestic and foreign guests, and escorting visitors as needed
• Handling procurement activities including Pcard purchasing and iProcurement orders
• Scheduling and coordinating meetings in Outlook, managing conference room calendars, and arranging Microsoft Teams meetings
• Preparing and editing presentations, graphics, documentation, and website inputs
• Coordinating office moves, new hire preparations, and onboarding/ offboarding support for employees, affiliates, and foreign nationals
• Assisting with recruiting efforts for Early Career, Experienced, and Contractor hires, including interview scheduling and escorting
• Supporting ergonomic evaluations, Work Authorization (WAM) updates, labor and nonlabor cost transfer processing, and other ad hoc assignments
• Maintaining and updating Section resources, including Wiki pages, SharePoint, and Alfresco
• Assisting in the planning and coordination of Section seminars, workshops, and events
• Helping ensure compliance with relevant policies, procedures, and safety requirements.

Requirements

• Typically requires a High School diploma with a minimum of 6 years of related experience; Associate degree with a minimum of 1 year of related experience; related required training
• Experience in the secretarial/administrative profession with strong organizational and interpersonal skills
• Ability to work effectively under pressure on multiple complex tasks and meet deadlines with high-quality results
• Strong planning, scheduling, and coordination skills
• Proactive self-starter with initiative to streamline processes and improve workflows
• Excellent written and verbal communication skills
• Good judgment in evaluating situations and determining appropriate resolutions
• Ability to interact professionally with all levels of personnel and provide outstanding customer service
• High level of discretion when handling sensitive or confidential information
• Proficiency with Microsoft Word, Excel, PowerPoint, Teams, SharePoint, and Outlook
• Excellent teamwork and collaboration skills
• Preferred Skills:
• Experience supporting technical groups or section office environments
• Experience with procurement tools such as Purchase Requisition, PCard, and iProcurement
• Familiarity with JPL systems including Alfresco, JPLID, UCS, Travel, UFO, and Timekeeping
• Knowledge of JPL travel policies and experience with Concur or other travel tools
• Understanding of JPL's Engineering & Science Directorate policies, procedures, and practices
• Experience onboarding volunteers, affiliates, and foreign nationals
• Interest in learning and applying new IT tools to improve office processes

Benefits

Additional Information

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. Group Staff Assistant II

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