Who We Are:

As a recognized leader in space science research and spacecraft instrumentation, avionics, and electronics, we are helping to reveal the secrets of our solar system and the universe. The Solar System Science & Exploration Division seeks to expand and deepen SwRI’s space research efforts.

Objectives of this Role:

• Perform a wide variety of administrative tasks to ensure the smooth daily operations of the office and support Division goals. This entails administrative support for the full life cycle of space sciences and missions.
• Independently resolve complex administrative issues and handle routine and non-routine tasks, proactively taking initiative with minimal supervision to assist the administrative team and support various projects and missions.
• Effectively communicate and interact with management, professional staff, fellow administrative personnel, and clients.
• Coordinate deliverable tracking for the Division. Maintaining Consultant Agreements for the Division.

Daily and Monthly Responsibilities:

• Provide travel support, prepare travel authorizations and expense reports, initiate and process purchase requisitions, check requests, and other internal forms in compliance with SwRI policies, procedures and project requirements.
• Interface with departments at SwRI headquarters in San Antonio, TX such as Expense Accounts, Accounting, Travel, Purchasing, Communications, Contracts and Export Control, Division 5 Space Systems, and Division 15 Space Science.
• Monitor and track deliverables, handle hand-carry documentation, ensuring confidentiality and security of sensitive information in accordance with data protection policies.
• Provide comprehensive meeting support, including logistics coordination, scheduling, catering arrangements, monitoring supply inventory, and invoice processing.
• Undertake special projects as assigned by senior administrative personnel and management.

Requirements:

• Requires a high school diploma or equivalent.
• 10-15 years: Administrative support or related work experience. Continuing education related to administrative support may be considered in lieu of some work experience.
• 10-15 years: Strong proficiency with MSOffice Suite products (Outlook, Word, Excel, PowerPoint), and Adobe Acrobat; proficiency in use of office equipment such as copiers/scanners and multi-line phone systems.
• 10-15 years: Ability to exercise good judgment, diligence, and care on details of work is required; must be able to follow written and verbal instructions and work with minimal supervision; must have excellent communication skills and interact well with a diverse group.
• 10-15 years: Must be highly organized, able to prioritize tasks, have meticulous attention to detail; must be able to learn SwRI operating procedures in order to complete tasks accordingly.
• A valid/clear driver's license is required.