ADMINISTRATIVE COORDINATOR - GENERAL CLERK 3 - Administrative Support at Southwest Research Institute

Who We Are:

The Spacecraft Development Department is a group of innovative engineers, program managers, and technicians developing unique spacecraft solutions for challenging space missions. We design and fabricate custom solutions to explore the boundaries of science or solve complex problems not yet delivered by industry to accommodate a variety of payloads.

Objectives of this Role:

• Provide clerical and administrative support to Spacecraft Development department, including directors, assistant directors, managers, engineers, and support staff.
• Provide administrative support for project management teams by processing and submitting the appropriate paperwork, forms, and reports.

Daily and Monthly Responsibilities:

• Provide meeting planning and logistics, manage calendars, coordinate meetings, schedule TEAMS meetings.
• Keep track of project manager's project deliverables schedule and update the Tracker system.
• Coordinate interviews and track hiring processes.
• Review, format and submit proposals and various types of reports requiring attention to detail and formatting skills.
• Process proposals, Project Record Sheets, and administrative tasks using SwRI forms manager software or appropriate templates.
• Coordinate travel itineraries and make reservations for domestic and foreign travel; prepare travel authorizations and expense accounts for travelers.
• Review timesheets and close-out process at the end of each pay period. Will require working with payroll on timesheet issues.
• Become knowledgeable on SwRI's policies and procedures and correspondence protocols.
• Prepare purchase requisitions and check requests.
• Occasionally will need to ship equipment, both domestically and internationally.
• Prepare the necessary documents.

Requirements:

• Requires a high school diploma or equivalent.
• 4-10 years: Related experience; Proficient in M/S Word; Proficient in Adobe; Proficient in Excel; Proficient in PowerPoint
• Must have very good verbal and written communication skills.
• Maintaining confidentiality is important for this position.
• Be able to take initiative and follow through on assignments with limited supervision.
• Be highly proficient in M/S Word, PowerPoint, Adobe and Excel.
• Willingness to learn and keep up with current technology.
• A valid/clear driver's license is required.