Overview

Total Solutions, Inc. (TSI) is recruiting for an Executive Assistant to provide general administrative support for Safety, Mission Assurance and Compliance , Realty, and Construction Offices, as well as other offices, at The NASA Office of JPL Management and Oversight (NOJMO) in Pasadena, CA. The NOJMO is a NASA Headquarters on-site government organization and serves multiple functions on the NASA Lab, which includes procurement and Institutional Management at the Jet Propulsion Laboratory (JPL).

Duties include, but are not limited, the following areas and activities:

General Administrative Support

• Support the policy and information management functions for tasks such as preparing and maintaining policy documentation; interpretation and dissemination of procurement regulations; and creating, updating and maintaining contract and solicitation templates.
• Configuration Management and maintenance of NOJMO Technical and administrative files to ensure currency of documentation.
• Updates and inputs to the Prime Contract Administration Plan including the support and maintenance of development of milestones for critical activities, research in NASA and local policies and procedures, coordination with a variety of NASA mission directorates and functional offices, and development of process documentation, including flowcharts, diagrams and written narrative.
• Create memos to external federal and state agencies.
• Create & maintain spreadsheets to document the various MOAs/MOU and Permit.
• Administrative Support to the Institutional Safety, Mission Assurance and Compliance Managers.
• Maintain Mishap Preparedness and Contingency Planning (MPCP) Library and support creation of Interim Response Team (IRT) Launch/Landing Books.
• Create and maintain tracking lists for Pressure Systems certifications.
• Support IMD Manager Safety inspections by recording discrepancies.
• Administrative Support to the Export Control & Tech Transfer Office and liaising with NOJMO Chief Counsel Office attorneys.
• Organize and track the status of reports, inquires, and assessments.
• Track patents that JPL does not want to patent and coordinate with IMD Manager & NOJMO attorneys.
• Record keeping of Export Control/TTO/SBIR files.
• Coordinate NASA Conference and Workshops hosted at JPL or by NOJMO.

Scheduling and Travel Support

• Develop and maintain integrated master calendars for organizational travel and leave, conference room utilization.
• Provide direct support for senior leadership meeting calendars and event scheduling. Support will include oversight and access of senior staff meeting calendars and direct coordination for ensuring adequate time management. 

Organizational Documentation

• Will be responsible for the maintenance of organizational documents that will streamline Agency communication and collaboration.
• Create Standard Operating Procedures (SOP) for NOJMO operations and related applications (example, on-boarding process for new employees and detailees and organizational handbook).

Property

• Collect and organize logs for loss, relief of responsibility, inventory adjustments, shipping and filing: i.e. data input of loss reports, relief of responsibility, inventory adjustments, and shipping documents; filing; data input/management through P-CARS; Closeout of plant clearance cases; tracking and logging of loss, damage, and destruction reports; and regular data input.

Records Management

• Document management and document disposition management.
• Obtain, copy, and mail FOIA information on an as-needed basis.

Requirements:

• Associates Degree with one (1) year or High School Diploma with four (4) years of applicable/equivalent clerical, secretarial or administrative experience. General working knowledge of office processes and various types of office equipment and software such as a personal computer, word processor, and spreadsheets. Experience may be considered in lieu of degree.

Hours:

• This position is exempt, 40 hours per week, exclusive of federal holidays, Saturday, and Sunday.
• Contractor personnel may be required to travel for NASA on occasion.