Grants & Project Coordinator

Oklahoma Medical Research Foundation; Oklahoma City (OK); On-site; USD 42,000 - 65,000; Full time

Benefits offered by this job

Medical, dental, and vision insurance

8% retirement contribution

Vacation and sick leave

Relocation assistance

Job summary

Oklahoma Medical Research Foundation in Oklahoma City seeks a Grants and Projects Coordinator (Project Coordinator I) to provide administrative and organizational support to multiple senior scientists. You will help with grant preparation, budgeting, and submission across funding agencies.

This role requires strong communication, meticulous attention to detail, and the ability to multi-task in a collaborative, research‑driven environment.

Qualifications

• Bachelor’s degree in a related field and 2 years of admin/financial support experience or high school/GED plus 4 years of admin/financial support experience.
• Strong communication skills and enthusiasm for working in a collaborative team.
• Proficiency in computer systems and software including Microsoft Office Suite.
• High attention to detail, dependability, and willingness to learn.
• Ability to prioritize, meet deadlines, and maintain professionalism with diverse teams.

Responsibilities

• Reviewing and submitting grant applications to multiple funding agencies, ensuring compliance with policies and regulations.
• Participating in review and submission of grant reports to sponsors during the life of the grant.
• Reviewing spending, assembling budgets and forecasting support.
• Assisting with the preparation of grant budgets and maintaining budgetary records.
• Organizing and maintaining records of grant effort distribution and monthly accounting reports.
• Monitoring grant reporting, renewals, memberships, abstracts, and meeting deadlines; notifying PIs in advance.
• Monitoring costs and expenditures on grant accounts to ensure compliance with terms of awards.
• Updating and maintaining CVs, biosketches, bibliographies, and publication collections.
• Monitoring compliance with Public Access requirements for publications.
• Drafting and editing letters, regulatory documents (IRB/IACUC) and other materials.
• Providing administrative support to multiple PIs within the program.
• Managing PI calendars, arranging meetings, interfacing with recruits.
• Coordinating travel arrangements, reimbursements, and office purchases.
• Planning and arranging guest speaker visits, meetings, seminars, and symposia.
• Meeting regularly with PIs to review workloads, deadlines, and task updates.
• Editing scientific documents for grammar, flow, and grant submission compliance.
• Performing general office tasks including filing, copying, and mail handling.
• Other duties as assigned.

Skills

Strong communication skills

Microsoft Office Suite

Detail oriented

Prioritization

Education

Bachelor’s degree in a related field

High School Diploma (or GED)

Tools

Microsoft Office Suite

Job description

CAREERS AT OKLAHOMA MEDICAL RESEARCH FOUNDATION

Have big ideas, passion, and a desire to grow? Join us and make a difference.

For multiple consecutive years, Foundation employees have voted OMRF among “Oklahoma’s Top Workplaces.”

Our mission: "...so that more may live longer, healthier lives." Learn more at omrf.org .

Position Overview and Responsibilities

The Arthritis and Clinical Immunology Research Program at Oklahoma Medical Research Foundation (OMRF) is seeking a Grants and Projects Coordinator (Project Coordinator I) to provide comprehensive support to multiple senior scientists (Principal Investigators [PIs]). This role plays a key part in ensuring smooth research operations by assisting with administrative, organizational, and research support tasks. The ideal candidate will be detail-oriented, proactive, highly organized, able to multi-task, with strong communication skills and a helpful, positive attitude. This position will also be involved in grant and manuscript preparation and submission.

Responsibilities include, but are not limited to:

• Reviewing and submitting grant applications to multiple funding agencies, ensuring compliance with OMRF policies, state, and federal regulations, and with the policies, procedures, and requirements of funding agencies.
• Participating in the review and submission of grant reports to the sponsor during the life of the grant award.
• Reviewing spending, assembling budgets and forecasting support.
• Assisting with the preparation of grant budgets and maintaining budgetary records.
• Organizing and maintaining records of grant effort distribution and monthly accounting reports.
• Monitoring grant reporting, renewals, membership, abstract, and meeting deadlines; notifying PIs well in advance.
• Monitoring costs and expenditures on grant accounts to ensure compliance with applicable. requirements, regulations and terms and conditions of awards and/or OMB Uniform Guidance.
• Updating and maintaining CVs, biosketches, bibliographies, and publication collections.
• Monitoring compliance with Public Access requirements for publications.
• Drafting and editing letters, regulatory documents (e.g., IRB or IACUC applications), and other materials.
• Providing administrative and organizational support to multiple PIs within the program.
• Managing PI calendars, arranging meetings and interfacing with recruits.
• Coordinating travel arrangements, reimbursements, and office supply purchases.
• Planning and arranging guest speaker visits, meetings, seminars, and symposia.
• Meeting regularly with PIs to review workloads, deadlines, and provide updates on task completion.
• Editing scientific documents for grammar, flow, clarity, and compliance with grant submission requirements.
• Performing general office tasks including filing, copying, and handling mail as needed.
• Other duties as assigned.

Minimum Qualifications

• Bachelor’s degree in a related field AND Two (2) years of administrative/financial support-related experience OR High School Diploma (or GED) AND Four (4) years of administrative/financial support-related experience.
• Strong communication skills and enthusiasm for working as part of a supportive, collaborative team.
• Proficiency in using computer systems and software, including Microsoft Office Suite.
• High attention to detail, dependability, and willingness to learn.
• The ability to prioritize, meet deadlines, work independently, and demonstrate professionalism with diverse personalities and cultures are essential.

Preferred Qualifications

• Exposure to NIH grants, or a background in finance/business (finance or business degree preferred), to support grant and budgetary administration.
• Prior experience supporting research, grants, or scientific administration.
• College degree and/or previous experience as an administrative support position in a biomedical research or university setting.
• Familiarity with academic or research environments.
• 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.