Administrative Assistant II/III

Oklahoma Medical Research Foundation • Oklahoma City, OK

13h • Onsite

About The Position

The Arthritis and Clinical Immunology Research Program (ACI) at Oklahoma Medical Research Foundation (OMRF) is seeking an Administrative Assistant at the II or III level to provide comprehensive support to multiple senior scientists (Principal Investigators [PIs]). This research program is dedicated to understanding the molecular mechanisms of systemic autoimmunity and immune responses to infection and vaccination. This support role plays a critical part in ensuring smooth research operations by assisting with administrative, financial, organizational, and research support tasks. The ideal candidate will be detail-oriented, highly organized, able to multi-task and proactively support PIs, with strong communication skills (written and oral), needs anticipation, and being a steady, reliable, on-site presence.

Requirements

• For Administrative Assistant II:
• High school diploma, GED, or equivalent AND a minimum of two (2) years of administrative or financial support-related experience, or equivalent combination of education and experience.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and Adobe Acrobat.
• Strong organizational and communication skills with the ability to manage multiple tasks and meet deadlines.
• For Administrative Assistant III:
• Requirements for Administrative Assistant II AND a minimum of four (4) years of administrative or financial support-related experience, or equivalent combination of education and experience.
• Demonstrated ability to work with a high degree of independence and handle complex projects, such as grant tracking or budget forecasting.
• Exceptional professional writing and editing skills for drafting regulatory documents and scientific correspondence.

Nice To Haves

• College degree (BS/BA/BBA in Business Administration, Finance, Accounting, or a related field preferred) and/or prior experience as an administrative support position in biomedical research, academic, or university setting.
• Familiarity with NIH grant processes and federal compliance regulations (e.g., OMB Uniform Guidance).
• Experience in bookkeeping, accounting, or managing complex research budgets.
• Proven ability to interface professionally with diverse groups, including visiting scientists and departmental leadership.
• Demonstrated interest in gaining new skills in research administration through on-the-job mentoring and online learning.

Responsibilities

• Research & Grant Administration
• Review and submit grant applications to multiple funding agencies, ensuring strict adherence to OMRF policies, state/federal regulations, and agency-specific requirements.
• Assist in the review and submission of grant reports to the sponsor during the life of the grant award.
• Draft and edit professional correspondence and critical regulatory documents, including IRB or IACUC applications.
• Proactively monitor and notify PIs of deadlines for grant renewals, grant reports, abstract submissions, memberships, and professional meetings.
• Edit scientific documents for grammar and flow while ensuring compliance with technical grant submission guidelines.
• Format grant documents to be visually appealing, following funding agencies formatting guidelines.
• Format manuscripts as per journals author guidelines.
• Maintain accurate and up-to-date CVs, biosketches, other support documents, and publication collections in accordance with NIH Public Access requirements.
• Financial & Operations Support
• Assist with preparing grant budgets, reconciling financial accounts, managing personnel effort, and providing expenditure forecasting to support PI decision-making.
• Monitor grant account expenditures to ensure compliance with OMB Uniform Guidance and specific award terms.
• Manage purchasing and inventory for office and common lab supplies.
• Administrative & Executive Coordination
• Provide high-level administrative support to multiple PIs by proactively managing grant and publication submissions, monitoring critical deadlines, facilitating ethical approvals, and overseeing complex financial and calendar logistics.
• Coordinate all travel arrangements and process subsequent expense reimbursements.
• Organize guest speaker visits, seminars, and symposia, including room setup and visitor itineraries.
• Handle essential daily tasks such as answering phones, mail distribution, and maintaining both digital and physical filing systems.
• Proactively identify and support PI and/or departmental needs by leading or assisting with various projects as they arise.
• Clinical Administrative Support
• Assist physician investigators with medical licensure, credentialing, board certification, hospital and clinical privileges, maintaining due dates and ensuring compliance with associated OMRF, state and federal regulations.
• Maintain a record of CME and MOC points for credentialing, licensure and board certification.
• Provide support for other related clinical activities and compliance.

Benefits

• We offer competitive salaries and comprehensive benefits to full-time employees including medical, dental, and vision insurance, minimum 8% company retirement contribution, vacation and sick leave, and paid holidays.
• All employees have access to our onsite caf, free onsite fitness center with access to personal trainer, free parking and much more!
• Relocation assistance available for those located 50 miles outside of Oklahoma City metro.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED