SR. SECRETARY - ADMINISTRATIVE SUPPORT- FOR FLUID MACHINERY SYSTEMS

Company: Southwest Research Institute
Location: San Antonio
Posted on: May 28, 2023

Job Description:

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 60 engineers/computer scientists, 10 technicians, and 4 administrative staff. By joining our team, you will receive $500 on your first paycheck minus applicable taxes.

Objectives of this Role:

• Provide administrative support for the Section manager and technical staff, including meeting scheduling, calendar management and coordination, travel arrangement and expense reports, and technical document preparation and administrative review.
• Support Section and other 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.
• 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 section and 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.
    • Continued education beyond HS degree, such as college/university courses or degree, are preferred.
    • 10 years: Secretarial/administrative experience in technical or related field including personal and large group support.
    • 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.
    • Excellent verbal and written communication skills to communicate responsively and effectively with many technical staff and clients.
    • Must be able to prioritize tasks and progress multiple assignments utilizing strong organizational skills.
    • A valid/clear driver's license is required.
      
      Special Requirements:
      
      Must be a U.S. person (i.e., U.S. citizen, non-U.S. citizen national, lawful permanent resident, asylee, or refugee) due to ITAR work in section.
      
      Job Locations: San Antonio, Texas
      
      For more information about this division, visit the Mechanical Engineering home page.
      
      For benefits information at our San Antonio location, click here .
      For benefits information at all other locations, click here .
      
      An Equal Employment Opportunity/Affirmative Action Employer
      Race/Color/Religion/Sex/Sexual Orientation/Gender Identity/National Origin/Disabled/Veteran
      Committed to Diversity in the Workplace

Keywords: Southwest Research Institute, San Antonio , SR. SECRETARY - ADMINISTRATIVE SUPPORT- FOR FLUID MACHINERY SYSTEMS, Other , San Antonio, Texas