ADMINISTRATIVE COORDINATOR - GENERAL CLERK 3 - Small Business Office Support

Southwest Research Institute; San Antonio (TX); On-site; USD 32,000 - 52,000; Full time

Job summary

Southwest Research Institute in San Antonio, TX seeks a detail‑oriented Administrative Assistant for the Small Business Office (SBO). You will support reporting, data management, and calendar coordination while engaging with internal and external stakeholders to advance purchasing initiatives.

Responsibilities include preparing documents, maintaining SBO records, assisting in event logistics, and helping with outreach forecasts and budget tracking.

Qualifications

• Requires a high school diploma or equivalent (Business coursework or AS degree desirable).
• 4+ years: Strong Microsoft Office proficiency including Word, Excel, Outlook, and other applications (Acrobat).
• 4+ years: Excellent grammar, spelling, punctuation; follow instructions and handle standard office equipment.
• 4+ years: Strong organization with ability to manage multiple tasks, deadlines, and priorities.

Responsibilities

• Utilize internal systems to support weekly/monthly/annual reporting requirements.
• Analyze, interpret, and present data to management or in team settings.
• Coordinate actions and deadlines with management; record notes; manage multiple calendars and schedules; archive SBO repositories.
• Assist in SBO event logistics including agenda prep, venue, catering, and travel arrangements.
• Create outreach forecasts; track budget spending and post-event documentation; coordinate tasks after events.
• Perform small business market research using SBA Dynamic Business Search, SAM.Gov, USASpending, NAICS.

Skills

Microsoft Office

Data management

Communication

Time management

Education

High school diploma or equivalent

Job description

Who We Are:

The Small Business Office (SBO) promotes small business utilization, assists purchasing personnel, provides contract compliance reporting, and interacts with internal and external stakeholders The SBO is under the Program Compliance Group of the Purchasing Department. By joining our team, you will receive $500 on your first paycheck minus applicable taxes.

Objectives of this Role:

Provide administrative support to the Small Business Office (SBO) to help achieve SwRI's Small Business goals and advance Purchasing Department initiatives. Develop a solid understanding of the Purchasing Policies and Procedures and is able to act using personal judgment within defined levels of responsibility. Engage with internal and external stakeholders while demonstrating strong interpersonal skills, excellent communication, a positive attitude, and resourcefulness in addressing needs and resolving issues. Provides support as needed in planning outreach efforts and maintain customer management databases and assist with inbox/calendar management as may be required. Time management and the ability to redirect efforts quickly, make decisions, and prioritize is a must. Create, edit, and review various documents and manage records in various SBO filling systems. Must have strong attention to detail.

Daily and Monthly Responsibilities:

• Utilize various internal and external systems to support weekly/monthly/semi-annual/annual reporting requirements.
• Must have the ability to analyze, interpret, and present data to management or in team settings.
• When applicable, coordinate actions and deadlines for tasks and communication directly with management; record meeting/training notes; assist in organizing multiple active calendars and schedules; housekeep/archive SBO repositories.
• Assist in event logistics within SBO including agenda preparation, coordination of meeting location, catering, and travel arrangements.
• Assist in creating preliminary outreach forecast; track budgetary spending and event documentation requirements. Coordinate tasks post-event.
• Utilize small business-related websites including but not limited to SBA Dynamic Business Search, SAM.Gov, USASpending, NAICS, to perform Small Business Market research.
• Perform other duties as assigned as may be directed.

Requirements:

• Requires a high school diploma or equivalent. Business coursework or a related AS degree is desirable.
• 4+ years: Strong, demonstrated skills in Microsoft Office suite including Word, Excel, Outlook, and other applications, including Adobe Acrobat.
• 4+ years: Knowledge of correct grammar, spelling, and punctuation, office practices, and procedures. Ability to follow instructions and operate standard office equipment.
• 4+ years: Demonstrated strong organizational skills with the ability to manage multiple tasks, deadlines, and priorities effectively.
• Experience or knowledge of FAR 52.219-8, FAR 52.219-9, and FAR Part 19 and contract compliance reporting is a plus.
• A valid/clear driver's license is required.

Special Requirements:

• Job Locations: San Antonio, Texas
• 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.