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ADMINISTRATIVE ASSISTANT

4 months ago

San Antonio, United States Southwest Research Institute Full time
Who We Are:

The SwRI Machinery Department performs applied engineering research, development, and testing of machinery and power systems in oil & gas, aviation, liquid propulsion, and power generation industries with approximately 67 engineers/computer scientists, 12 technicians, and 5 administrative staff.

Objectives of this Role:
  • Provide administrative support for the Department Director and several senior technical staff, including meeting scheduling, calendar management and coordination, travel arrangement and expense reports, and technical document preparation and administrative review.
  • Support Department staff and clients through coordination of meetings and visitors, taking minutes, maintaining databases and administrative files, and coordinating/tracking various action items and deadlines within and outside the Department.
  • Assist other administrative staff as required in team working environment, working with limited supervision. Function as administrative liaison between various Division/Institute and Department offices.
  • Maintain awareness and understanding of Division and Department operating policies, procedures, and processes as a resource to Department staff.
  • Proactively identify bottlenecks/issues with the same and propose/develop improvements.
Daily and Monthly Responsibilities:
  • Communicate responsively and professionally with large number of staff and clients utilizing excellent interpersonal skills.
  • Organize small and large events and meetings, including meeting agenda/program preparation, coordination of venue, catering, transportation, etc.
  • Prepare purchase requisitions, project detail sheets, expense reports, travel authorizations accurately, and project/proposal-related forms accurately and route for approvals.
  • Coordinate actions and deadlines for tasks and communication with department staff, contract specialists, facilities laborers, media and publication specialists, etc.
  • Perform document preparation and administrative review and editing of technical documents including memos, business letters, proposals, reports, conference/journal papers, presentations, etc.
Requirements:
  • Requires a high school diploma or equivalent.
  • Discipline and coursework related to administrative support skills. Continuing education such as college courses are preferred.
  • 10 years: Secretarial/administrative experience in technical or related field including personal and large group support. Experience in office management and coordinating other administrative staff efforts preferred.
  • 10 years: Must have experience editing and formatting complex documents, including grammar/spelling, utilizing format/style templates, and incorporating figures, data tables, equations, and references. Must be proficient in Outlook, Microsoft Word, Excel and PowerPoint.
  • 10 years: Excellent verbal and written communication skills to communicate responsively and effectively with many technical staff and clients, including professional interpersonal communication skills for meeting support.
  • 10 years: Must be able to prioritize tasks and progress multiple assignments utilizing strong organizational skills and attention to detail.
  • A valid/clear drivers license is required.