Administrative Assistant II/III

Oklahoma Medical Research Foundation; Oklahoma City (OK); On-site; USD 42,000 - 60,000; Full time

Benefits offered by this job

Medical, dental, and vision insurance

Minimum 8% company retirement contrib.

Vacation and sick leave

Paid holidays

Relocation assistance available

Job summary

Oklahoma Medical Research Foundation (OMRF) seeks an Administrative Assistant II/III to provide comprehensive support to multiple senior scientists. The role covers administrative, financial, organizational, and research tasks, with on-site responsibilities at OMRF in Oklahoma City.

The ideal candidate is detail-oriented, highly organized, and can proactively support PIs with strong communication skills. The position involves budgets, travel coordination, publication support, and regulatory

Qualifications

• High school diploma or equivalent AND at least two years of admin/financial support experience.
• Proficiency with Microsoft Office and Adobe Acrobat.
• Strong organizational and communication skills with ability to manage multiple tasks and deadlines.
• Administrative II requires at least four years of admin/financial support experience.
• Experience with grant tracking or budget forecasting is a plus.
• Exceptional writing and editing skills for regulatory docs and correspondence.

Responsibilities

• Assist with budgets, reconcile accounts, manage personnel effort, and forecast expenditures.
• Monitor expenditures to ensure compliance with OMB Uniform Guidance and award terms.
• Manage purchasing and inventory for office and lab supplies.
• Coordinate travel arrangements and reimbursements.
• Organize publications submissions, deadlines, ethical approvals, and calendar logistics.
• Maintain CVs and format manuscripts per journal guidelines.

Skills

Strong organizational and comms

Task & deadline management

Independent work style

Education

Bachelor's or higher in Business Administration / Finance / Accounting or related field

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

Financial & Operations Support

• Assist with preparing budgets, reconciling financial accounts, managing personnel effort, and providing expenditure forecasting to support PI decision‑making.
• Monitor 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 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, room reservations 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.
• Maintain accurate and up‑to‑date Cvs.
• Format manuscripts as per journal's author guidelines
• Proactively monitor and notify PIs of deadlines, reports, submissions, memberships, and professional meetings.
• Draft and edit professional and critical regulatory documents for grammar, flow, formatting, and accuracy.

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

• 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.
• 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.
• 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 .

Equal Opportunity Statement

OMRF is an Equal Opportunity Employer.