Administrative Assistant Civil Space Flight Mission Area

Description

Do you want to be part of an organization that manages end-to-end development of exciting NASA space science missions and instruments like Dragonfly?

Do you have a strong desire to assist co‑workers meet deadlines and work in a dynamic environment?

If so, we are looking for someone like you to join our team.

We are seeking an Administrative Assistant for the Civil Space Flight Mission Area. Your primary responsibility will be to support the daily operations of Civil Space Flight Mission Area projects by assisting Program Managers and their technical teams in organizing workflow to meet programmatic deadlines. Additionally, you will support formulation efforts and direct projects in the Space Formulation Mission Area.

In addition, you will…

• Generate project documents and correspondence, upload documents to various sponsor electronic document locations and APL archive system, track delivery of required documents, calendar and track major milestones, proof/edit correspondence, and generate a variety of administrative forms covering procurements, visitor security forms, purchase orders, etc.; also manage listservs, project contact and distribution lists as well as track action items through the team’s SharePoint sites.
• Maintain program distribution lists and support communication across the program team including internal partners, Labs, and sponsors. This requires the ability to interface with all levels of laboratory staff as well as representatives of external organizations such as NASA, JPL, and universities. Take action on their requests and work with the program to direct requests for action to appropriate personnel, providing follow‑up support as needed.
• Support project and instrument review meetings, and other significant symposia/gatherings hosted at APL, by assisting with meeting preparation including ordering and managing food and beverages, programmatic material preparation (both hard and soft copies), and registration/sign‑in administration for participants.
• Initiate telephone/video conferences and operate program video and teleconferencing equipment.
• Schedule conference rooms, manage project and Program Manager calendars, and provide administrative support required by co‑located personnel. Procurement activities such as placement of credit card purchases and reconciliation of credit card statements. Additional general support may be required by the Program Managers and/or Mission Areas involving other sector‑level administrative tasking.
• Proactively manage travel itineraries for Program Managers and support travel as needed for the project staff. This includes generation of travel authorizations and reservations, and reimbursements for Program Managers and co‑located personnel.
• Travel to, help set up, and staff remote project office locations at launch sites and subcontractor facilities as necessary.
• Support proposals and formulation activities, supporting teams that include both internal and external stakeholders.

You meet our minimum qualifications if you...

• Possess a high school diploma or equivalent with three or more years of relevant administrative experience.
• Possess excellent interpersonal skills and ability to interact with all staff levels and representatives of external organizations effectively and with a professional demeanor.
• Possess strong verbal and written communication skills with a demonstrated ability to effectively build relationships across teams and groups.
• Have a strong motivation to effectively meet team members’ needs and proactively seek out opportunities for additional tasking.
• Are comfortable working in a multitasking environment, capable of prioritizing a continuous workflow with frequent interruptions, and working independently while seeking guidance as necessary.
• Are proficient in carrying out office procedures, taking the initiative necessary to research policies and procedures needed to complete tasks using good judgment and discretion.
• Possess strong personal computer skills and proficiency with Microsoft Outlook, Word, Excel, PowerPoint, and SharePoint.
• Are able to obtain a TS/SCI security clearance. If selected, you will be subject to a…