Associate Specialist - Specialist - Department Operations

ASSOCIATE SPECIALIST - SPECIALIST - Department Operations

08-01351

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

• 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.

• 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.
• 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.

• 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.

An Equal Employment Opportunity

Employer:

race, color, religion, sex, national origin, disability, and veteran status.