Administrative Support Specialist (TEMP)

Job opening ID
2045

Posting title
Administrative Support Specialist (TEMP)

Roles and responsibilities
Must be a US Citizen
2-month contract position
W2 position
Must be able to pass background check and drug screen

Job Description:
This is an administrative support position within the Exoplanet Exploration Program (ExEP) office. The Business Administration Team provides core support to a premier team of accomplished professionals in the ExEP office enabling them to maximize technical work for the Program. This position is well suited for an individual who enjoys a very visible role while demonstrating a solid customer orientation, great organizational skills, agility and flexibility in a fast-paced dynamic environment. We are looking for a proactive self-starter to serve as a Staff Assistant supporting the diverse individuals within this program office. The ideal candidate will possess a strong sense of collaboration, professionalism and strong work ethic. You’ll be expected to demonstrate a positive demeanor while interfacing with all levels of management at JPL as well as NASA Headquarters and members of the astrophysics community.

The Staff Assistant will be a member of the Business Administration Team and report to the Business Administration Manager.

Tasks may include, but are not limited to:
•Managing detailed calendars for the Program Manager and Deputy Program Manager as well as coordinating team meetings and maintaining conference room schedules via MS Outlook 
•Arranging conference calls via WebEx and other virtual networking applications 
•Audio visual set up, real-time control and trouble shooting 
•Assisting with planning of on-site and off-site meetings, workshops and conferences (ranging from ~20-150 attendees) 
•Preparing and processing foreign and domestic travel, generating travel requests and expense reports 
•Arranging agendas for high-profile visitors, processing domestic and foreign visit requests and escorting visitors as necessary 
•Assisting with new hire preparations and office moves 
•Purchase card (P-card) transactions, processing requisitions and iProcurement orders 
•Other ad hoc assignment as needed

Required Skills:
•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 to meet commitments 
•Willingness to take pride in producing high quality products while remaining open to constructive feedback 
•Ability to evaluate situations and apply good judgment in any necessary resolution 
•Must have excellent written and oral communication skills 
•Must exercise proper discretion when handling assignments of a discreet nature and when dealing with sensitive material 
•Must work well on a team as well as independently with minimal supervision 
•Must be proficient in Microsoft Office 

Desired Skills:
•Understanding of JPL policies, procedures, and practices 
•Knowledge with JPL tools such as Docushare, JPLID, UFO, Concur, JPL Requisitioner and Timekeeping 
•Familiarity with the JPL-ID process and on-boarding of volunteers, affiliates, and foreign nationals 
•Experience with website design and maintenance 
•Experience with Microsoft SharePoint, P-Card & Procurement processes 
•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 

Number of positions
1

Location
Pasadena

State
California