ASSOCIATE SPECIALIST - SPECIALIST - Department Operations
Southwest Research Institute
San Antonio, TX
Who We Are:
Join the Fuels & Lubricants Research Division to support daily business operations, including 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, enhance existing systems to support laboratory operations.
- Serve as point of contact and coordinate data submission for various fluid approval programs.
- 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 Fuel and Driveline 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.
- Maintain Test Inspection Procedure records.
- Review reports for completeness and accuracy.
- Generate and analyze financial and operational reports (including weekly project status and P&L spreadsheets); maintain and update reporting macros; identify trends, variances, and areas requiring corrective action.
- Monitor internal status reports.
- Coordinate fluid approval programs.
- Become well-versed in fluid approval requirements and processes.
- Generate and distribute monthly client updates.
- Interface with clients, Scheduling, Report Generation, Billing, and Engineering staff.
- Support division leadership with operational analysis, documentation, other duties, and special projects as assigned.
Requirements:
- Requires a Bachelors degree in Business Administration, Marketing, Communications or related degree field with relevant experience.
- 0 years: Proficiency with Microsoft Office. Advanced knowledge of Excel and Access strongly preferred.
- 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.
About the Company
Southwest Research Institute
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