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.
• Independently resolve administrative issues and handle routine and non-routine tasks, proactively taking initiative with minimal supervision to assist the administrative team and technical staff, and to support various projects.
• Effectively communicate and interact with management, professional staff, fellow administrative personnel, visitors, vendors, and clients.
• Coordinate/Implement meetings for the Division that range from 1 hour to 3 days.
• Handle a wide range of administrative daily tasks 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 departments/divisions at SwRI headquarters in San Antonio, TX such as Expense Accounts, Accounting, Travel, Purchasing, Communications, and Contracts.
• Provide comprehensive 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.
• 10 years: Administrative support or related work experience. Continuing education may be considered in lieu of some work experience.
• 10 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 years: Ability to exercise good judgment, diligence, and care on details of work; strong ability to follow written and verbal instructions and work with minimal supervision; excellent communication skills, positive demeanor, and ability to interact with a diverse group
• 10 years: Must be organized, able to prioritize tasks, have meticulous attention to detail, and be able to learn and accurately implement SwRI operating procedures.
• A valid/clear driver's license is required.