Administrative Assistant II/III

Oklahoma Medical Research Foundation; Oklahoma City (OK); On-site; USD 40,000 - 60,000; Full time

Benefits offered by this job

Comprehensive medical, dental, and vision insurance

8% retirement contribution

Onsite fitness center

Relocation assistance for eligible candidates

Job summary

A prestigious biomedical research institute in Oklahoma City seeks an Administrative Assistant to support multiple senior scientists within the Arthritis and Clinical Immunology Research Program. The ideal candidate will assist with grant applications, manage correspondence, and coordinate administrative tasks. Successful applicants will possess a high school diploma and at least two years of relevant experience, alongside strong communication and organizational skills. Join a collaborative environment focused on cutting-edge research and enjoy competitive benefits.

Qualifications

• Minimum two years of administrative or financial support experience.
• Must be detail-oriented and organized.
• Strong communication skills are essential.

Responsibilities

• Provide comprehensive administrative support to senior scientists.
• Assist with grant applications and reports.
• Coordinate travel arrangements and manage complex logistics.
• Maintain CVs, biosketches, and publications per NIH guidelines.
• Provide high‑level administrative support to multiple PIs and oversee deadlines.

Skills

Organizational skills

Communication skills

Proficiency in Microsoft Office

Attention to detail

Education

High school diploma or GED

Bachelor's degree preferred

Tools

Microsoft Office Suite

Adobe Acrobat

Job description

Position Overview And Responsibilities

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.

Key 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 journal’s 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.

Minimum Qualifications

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.

Preferred Qualifications

• 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.

Work Hours

Typically, Monday through Friday, from 8:30AM to 5:00PM.

OMRF Overview

Founded in 1946, the Oklahoma Medical Research Foundation (OMRF) is among the nation’s oldest, most respected independent, nonprofit biomedical research institutes. OMRF is dedicated to understanding and developing more effective treatments for human diseases, focusing on critical research areas such as Alzheimer’s disease, cancer, lupus, multiple sclerosis, and cardiovascular disease. OMRF follows an innovative cross‑disciplinary approach to medical research and ranks among the nation’s leaders in patents per scientist. Located in Oklahoma City, a city that offers a dynamic and flourishing downtown area, with low cost of living, short commute times and a diversified economy, OMRF has been voted one of the Top Workplaces since the inception of the award. This achievement has been accomplished thanks to OMRF individuals who share a unified understanding that our excellence can only be fully realized with a collective commitment to our mission, “so that more may live longer, healthier lives.” Successful candidates will demonstrate commitment to this mission.

OMRF 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 café, 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. Learn more about our benefits here.

OMRF is an Equal Opportunity Employer.