ASSOCIATE SPECIALIST - SPECIALIST - Department Operations Specialist

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ASSOCIATE SPECIALIST - SPECIALIST - Department Operations Specialist

08-01344

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Who We Are

Join the Fuels & Lubricants Research Division to support daily business operations, including secretarial duties, recordkeeping, database management, reporting, and project accounting.

Objectives Of This Role

• Manage & track business inquiries, ensuring timely proposal delivery in alignment with SwRI standards and client needs.
• Coordinate the planning and facilitation of client visits, working with senior staff to ensure high-quality interactions that advance SwRI’s business objectives
• Develop, maintain, and optimize departmental databases, including developing new Access databases and enhancing existing systems to support laboratory operations.
• Create and maintain financial reports and reporting tools; perform advanced analysis using Excel and Access macros to provide leadership with accurate insights.
• Oversee the preparation and issuance of monthly client status reports for the Engine Lubricants Research Department, ensuring technical information is translated into clear, client-ready deliverables.
• Identify opportunities to improve departmental processes, ensure compliance with internal policies and client expectations, and perform other duties as assigned in support of division business operations.
  
  

Daily And Monthly Responsibilities

• Track and manage client inquiries from initial contact through project delivery; document interactions and ensure timely follow-up.
• Prepare, edit, and review proposals, technical reports, and client communications; ensure adherence to corporate standards.
• Maintain and enhance departmental databases to support laboratory and business operations; design solutions that improve accuracy, usability, and reporting efficiency.
• Generate and analyze financial and operational reports; maintain and update reporting macros; identify trends, variances, and areas requiring corrective action.
• Coordinate logistics for foreign and domestic client visits, including scheduling, agenda preparation, and on-site facilitation; represent the department in ensuring seamless client experiences.
• Monitor timesheet compliance and reporting accuracy; identify discrepancies and advise management on resolution.
• Support division leadership with operational analysis, documentation, and special projects as assigned.
  
  

Requirements

• Requires a Bachelors degree in Business Administration, Marketing, Communications or related degree field with relevant experience. Mandarin language skills preferred but not required.
• 1 years: Demonstrated proficiency with Microsoft Office. Advanced knowledge of Excel and Access strongly preferred.
• 1 years: Experience in project coordination, operations, or business support in an office environment. Must exhibit excellent attention to detail, problem-solving ability, and initiative in process improvement.
• Strong analytical, organizational, and professional writing skills; ability to manage multiple priorities and deliverables.
• A valid/clear driver's license is required.
  
  

Special Requirements

Job Locations: San Antonio, Texas

For more information about this division, visit the Fuels & Lubricants Research home page.

For benefits information at our San Antonio location, click here.

For benefits information at all other locations, click here.

An Equal Employment Opportunity Employer: race, color, religion, sex, national origin, disability, and veteran status.

If you need assistance with completing the application, please Contact Us

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