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
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