Group Staff Assistant

Job opening ID

Posting title
Group Staff Assistant

Roles and responsibilities
Must be a US Citizen or Green Card Holder
Estimated duration of 6 months with the potential for extension or conversion.
W2 with full benefits
Customer and contract specific training will be required and provided.
Labor Category: Staff Assistant II

Job Description:
As a Group Staff Assistant you will perform administrative/clerical support for various technical groups within the Enterprise and Information Systems  Engineering Section; reporting to the Business Administration Manager and providing back-up support for the Section Office. This role is best suited for a team member that demonstrates great organizational skills, strong customer focus with the ability to work successfully under pressure on multiple tasks, meeting commitments on time, while delivering quality products with minimal supervision; requiring general instructions on routine work, and detailed instructions for new assignments. Must be a motivated and collaborative team player, organized, detail-oriented, takes the initiative to establish and implement process-improvements and have a willingness to learn and take on new or adhoc assignments. Must enjoy working in a fast-paced, high volume and dynamic organization.
Tasks may include, but are not limited to the following:
• Preparing foreign and domestic travel arrangements and generating travel reports.
• Processing affiliate badge requests for domestic and foreign visitors and escorting, as necessary.
• Processing procurement requests via iProcurement orders.
• Scheduling meetings via Outlook, maintaining conference room schedules, arranging conference calls via WebEx.
• Assisting with preparation of presentations, graphics, and website inputs, including proofreading and editing.
• Assisting with new employee on-boarding activities including office moves, new-hire provision arrangements and new hire preparations.
• Assisting with Early Career/Experienced/Contractor hire recruiting including but not limited to: preparing interview schedules, escorting, etc.
• Helping with the planning and coordinating of Section seminars, workshops and social events.

Required Skills:
• Must be a US Citizen or Green Card Holder
• Offer contingent on ability to successfully pass a background check and drug screen
• 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.
• Must be proficient in Microsoft Word, Outlook, PowerPoint, and Excel.
• Must have excellent written and verbal communication skills.
• Strong planning, scheduling, and coordinating abilities.
• Ability to evaluate situations and apply good judgement on best available resolution.
• Ability to interact effectively with all levels of personnel and provide excellent support for a variety of customers.
• Must exercise proper discretion when handling assignments of a discreet nature and when dealing with sensitive material.

Desired Skills:
• Experience with JPL foreign and domestic travel policies and procedures and tools.
• Knowledge of JPL procurement processes such as Purchase Requisition, P-Card and iProcurement.
• Familiarity with the JPL-ID process and on-boarding of employees, volunteers, affiliates, and foreign nationals.
• Experience with JPL tools such as Docushare, JPLID, UCS, Travel and Timekeeping.
• Extensive understanding of JPL/ESD policies, procedures, and practices.

Number of positions