Will Statement
Will: Be a member of the Business Administration Group (1851) and will report to the Business Administration Manager for the JPL Education Office. Will be responsible for providing administrative support to several student internship programs within the Education Office and will provide backup to the Section Secretary. Duties include providing administrative support to the student internship programs from the point of hire to the completion of the internship. Will interface directly with students in the coordination of application information, hiring packages, paychecks, and other administrative requirements, submit Announcements of Opportunity (AO) and work directly with technical and administrative personnel at JPL in answering AO questions, create spreadsheets and/or develop custom databases relative to project needs, prepare surveys and collect important data associated with project metrics, prepare, submit, and track Subcontract Work Orders for student internships, coordinate the scheduling of all student badging appointments with JPL’s Personnel Security Office, assist with the planning and execution of summer student internship activities and events, participate in student orientation meetings, look at ways of enhancing and/or automating current business functions for student programs, arrange appointments and meet-me conference lines for JPL and external educational partners, receive and/or direct visitors; make travel arrangements, complete trip expense reports, prepare PowerPoint presentations, and complete ad hoc assignments as required.
Responsible for providing office support to one or more individuals which involves ; distributing information; receiving visitors; arranging travel, meetings, events and/or conferences; scheduling appointments; receiving, referring, or answering mail; setting up and maintaining files; answering and routing calls; creating letters, memos, presentations, spreadsheets and reports; and purchasing.
• Gathers data, summarizes and develops custom reports
• Plans activities for special events that are external and cross-organizational
• Leads and participates in improving and/or revising procedures and processes internal to the organization
• Composes correspondence for management
• Performs complex job functions and activities within moderate to broad scope.
• Limited supervision requiring no instructions on routine work, and general instructions on new assignments.
• Routine work may be scanned by others upon completion; new work assignments may be reviewed thoroughly upon completion for adequacy and accuracy.
• Takes responsibility and ownership of own and team’s work.
• Actions, decisions and recommendations have a moderate to significant impact on team operations and may have a moderate Laboratory-wide impact.
• Errors may be difficult to detect and correct, and could result in loss of customer business and/or require moderate expenditure of time, material, and/or equipment to resolve.
• Uses innovative and creative approaches in resolving unusual situations.
• Uses opportunities to implement advanced work techniques.
• Works on difficult assignments; resolves issues and makes decisions.
• Applies applicable policies, procedures, and practices to resolve a variety of complex issues.
• Applies basic judgment in creating new methods or techniques to arrive at appropriate actions when analyzing situations or data.
• Communicates to obtain or exchange or validate comprehensive and analytical information on matters of moderate department importance or sensitivity.
• Resolves complex customer service issues.
• Frequent interaction with peers and/or functional partners outside own organization.
• Initiates interactions as needed.
• Interacts with direct supervisor and more senior employees; may interact with management.
• Participates on teams within and outside own organization; may lead a team within or outside own organization; may participate on cross functional teams.
Skills
Required Skills:
• Typically requires a High School diploma with a minimum of 8 years of related experience; Associates degree with a minimum of 4 years of related experience; or Bachelors degree with a minimum of 1 year of related experience; related required training.
• Advanced understanding of both general and detailed aspects of job and work techniques in an administrative support profession.
• Thorough understanding of office procedures and office software including MS office, Word, Excel, PowerPoint, and Outlook.
• Understands practical applications to problems and situations ordinarily encountered in the Office Operations discipline.
• Must have strong understanding of spreadsheets and databases, and proven ability to apply knowledge and skills in these areas.
• Ability to gather data, summarize, and develop custom reports for management.
• Must have the ability to work effectively and efficiently under pressure, prioritizing multiple tasks.
• Must have exceptional interpersonal skills with an ability and willingness to display professionalism; demonstrate excellent customer service behavior, meet deadlines, set priorities, work well with other team members, and be able to work effectively in a dynamic environment with regular interruptions.
• Demonstrate solid organizational skills and attention to detail.
• Must possess excellent grammar, spelling, and written communications skills along with strong verbal communication skills.
Desired Skills:
• Recent JPL experience in a Section or Project Office.
• Knowledge of JPL policies, practices and procedures, and web-based applications including travel, timekeeping, visitor and affiliate badge requests.
• General knowledge of JPL and NASA education programs.
• Practical understanding of JPL Oracle and NBS tools such as procurement requisitioning, timekeeping, iProcurement, and Concur travel.
• Ability to effectively communicate with student populations via social media tools such as Facebook
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.