ADMINISTRATIVE COORDINATOR - Space Science and Mission Administrative Support - Boulder, Colorado at Southwest Research Institute

Who We Are:

As world-leader in solar system research, robotic space missions and instrumentation, and mission operations and management, the Solar System Science & Exploration Division of SwRI, located in downtown Boulder, Colorado, helps to reveal the secrets of our solar system and the universe. We are hard-working, creative problem-solvers with a collaborative work culture and a love for what we do.

Objectives of this Role:

• Perform a wide variety of administrative tasks to ensure the smooth daily operations of the office, provide administrative support to our technical staff, and support overall Division goals.
• This position is located in an open reception desk with natural light and great views.
• Handle routine and non-routine tasks with moderate level of supervision.
• Assist the administrative team and technical staff and support various projects.
• Effectively communicate and interact with management, professional staff, fellow administrative personnel, visitors, vendors, and clients.
• Good communications and interpersonal skills are required.
• Coordinate/Implement meetings for the Division that range from 1 hour to 3 days.
• Handle a wide range of administrative daily tasks, order supplies, greet visitors, prepare travel authorizations and expense reports and address staff questions.

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 daily with staff and visitors, as well as various departments/divisions at SwRI headquarters in San Antonio, TX such as Expense Accounts, Accounting, Travel, Purchasing, Communications, and Contracts.
• Provide conference/meeting support, including logistics coordination, scheduling, catering arrangements, invoice processing and implementation.
• Order supplies and monitor supply inventory, support delivery receivables, and work with a variety of external vendors.
• Undertake special projects as assigned by senior administrative personnel and management.

Requirements:

• Requires a high school diploma or equivalent.
• 6 years: Administrative support or related work experience. Continuing education may be considered in lieu of some work experience.
• 3-6 years: 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. Continuing education may be considered in lieu of some work experience.
• 3-6 years: Ability to exercise good judgment, diligence, and care on details of work; strong ability to follow written/verbal instructions and work with moderate supervision; excellent communication skills, positive demeanor, and ability to interact with a diverse group.
• 3-6 years: Must be organized, able to multi-task and prioritize tasks, have meticulous attention to detail, and be able to learn and accurately implement SwRI operating procedures. Continuing education may be considered in lieu of some work experience.