Job Description
Who We Are:
The Communications Department leads internal and external communications on behalf of SwRI, its broad technical programs, and its staff. Responsibilities include managing websites, magazines, press releases, media relations, brochures and flyers, exhibits and meetings, and more. By joining our team, you will receive an additional $500 in your first paycheck, minus taxes.
Objectives of this Role:
- Serve as front desk receptionist for exhibits work area, promptly greeting and directing visitors to staff, answering and transferring phone calls and emails, and sorting and delivering mail.
- Provide general administrative support for the exhibits program, filing and maintaining department supplies as well as creating and processing purchase requisitions, check requests, travel authorizations, expense accounts, and related paperwork.
- Review and track upcoming shows, submit contracts for review, secure booth space, coordinate booth services, and submit related payments in a timely fashion.
- Update upper management on upcoming shows, send out semiannual surveys, and compile an annual report to indicate ROI.
- Provide new conference information to the web team to maintain the SwRI webpage for trade shows and events and verify updates.
- Provide backup support to exhibits staff as needed.
Daily and Monthly Responsibilities:
- Receive visitors, answer phones, respond to email, and manage requests. Perform general administrative functions such as handling mail and making department purchases.
- Maintain inventory for department office supplies and equipment.
- Create and maintain documents, databases, and spreadsheets using the Microsoft Office Suite and a specialized database to track show information.
- Distribute tasks per show to appropriate team members.
- Communicate with show organizers and show service providers for various needs.
- Register staff for any complimentary registrations included with the booth.
- Initiate business forms and requests to include purchase requisitions, check requests, travel authorizations, expense accounts, non-labor transfers, and related.
- Assist exhibits team as needed with additional tasks, such as counting brochures, checking returned equipment, labeling cases, and scheduling tasks with other departments.
- Review financials from each show and close them out.
Requirements:
- Requires a high school diploma or equivalent.
- 6+ years: Experience in Clerical, Secretarial or Administrative role with proficiency in utilizing Microsoft Office Suite and willingness to learn specialized software products to support an active exhibits program.
- Proficiency to learn quickly, show initiative and sound judgment, provide quality and consistent support, follow instructions, meet deadlines, and work under pressure.
- Operate general office equipment such as telephone systems, copiers, and computers. Work as part of a team.
- proficient typing and proofreading skills with extreme organization and being detail-oriented required.
- A valid/clear driver's license is required.
Numbers & Facts
| Location | San Antonio, TX |
| Industry | Engineering Services |
| Company Size | 2,000 to 2,499 employees |
| Year Founded | 1947 |
| Website | http://www.swri.org/ |
Benefits
Paid Sick Days, Parking, Professional Development, Employee Referral Program, Flexible Spending Accounts, Employee Events, Retirement / Pension Plans, Tuition Reimbursement, Health Care on Site, Merchandise Discounts, Military Leave, On Site Cafeteria
About Company
We are R&D problem solvers providing independent, premier services to government and industry clients. Our multidisciplinary nature allows us to rapidly assemble diverse teams to tackle problems from multiple directions. We push the boundaries of science and technology to develop innovative solutions that advance the state of the art and improve human health and safety. Operating as a nonprofit since our 1947 inception, we work in the public’s best interest and toward the betterment of mankind. At SwRI, we tirelessly pursue innovation and excellence in science and technology for the betterment of humankind. We support work on nearly 4,000 client projects at any given time through a wide range of technical competencies with 2,574 staff members in nine technical divisions. Client services include, but are not limited to, Automotive and Transportation, Biomedical & Health, Chemistry & Materials, Computers and Electronics, Defense & Security, Earth & Space, Energy & Environment, and Manufacturing & Construction.
TECHNICAL DIVISIONS
- Applied Physics-Developing advanced electronic and microelectronic devices, power supplies, voice and data communication systems, robot test services, and payloads
- Applied Power-Using physical science research and applied engineering to produce sensors, instruments, and hardware used worldwide.
- Center for Nuclear Waste Regulatory Analyses-Resolving technical and regulatory issues related to a potential geologic repository for spent nuclear fule and high-level radioactive waste.
- Chemistry and Chemical Engineering-Performing research and technical services using chemistry and chemical engineering technology.
- Defense and & Intelligence Solutions-Providing advanced direction finding and tracking systems through geolocation system development.
- Fuels and Lubricants Research-Performing fuels and lubricants research activities to meet regulatory and competitive goals.
- Intelligent Systems-Providing engineering services in resaerch and development of complex systems and equipment.
- Mechanical Engineering-Improving safety, reliability, efficiency and life of new or existing mechanical components or systems.
- Powertrain Engineering-Designing and developing vehicle and engine components to achieve performance and emissions goals.
- Space Science & Engineering-Developing and managing advanced scientific payloads aboard satellites and sounding rockets.
PRESIDENT'S MESSAGE
Innovation in science and technology has been a hallmark of Southwest Research Institute since its earliest days. It's no exaggeration to say we are committed to advancing science and applying technology to benefit government, industry, and all humankind. That is our mission. Our multidisciplinary, collaborative approach allows us to successfully solve clients' most challenging problems. Today, we are a leader among independent, nonprofit research and development organizations. Our staff of 2,574 scientists, engineers, analysts, and support staff members continues to accomplish outstanding fundamental and applied engineering and research for clients from diverse segments of government and industry. Adam L. Hamilton, P.E, President and CEO
IN THE COMMUNITY
Our staff is expert at developing solutions that help build a better tomorrow today; and that practical, innovative spirit carries through to our community interactions. Staff members generously donate time and outher resources to support food drives, blood drives, and other
outreach programs.
HONORS AND AWARDS
Southwest Research Institute has earned 43 R&D 100 awards since 1971. Each year R&D Magazine recognizes developments regarded as among the 100 most significant technical accomplishments. The Chicago Tribune dubbed the program "the Oscars of Invention".
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