Administrative Assistant II/III/IV - ACI
Department: Arthritis & Clinical Immuno
Location: Oklahoma City, OK
Position Overview and Responsibilities
The Arthritis and Clinical Immunology Research Program (ACI) at Oklahoma Medical Research Foundation (OMRF) is seeking an Administrative Assistant 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, highly organized, able to multi-task and proactive, 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:

Providing administrative and organizational support to multiple PIs within the program.

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.

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.

Managing PI calendars, arranging meetings and interfacing with recruits.

Coordinating travel arrangements, reimbursements, and office supply purchasing.

Planning and arranging guest speaker visits, meetings, seminars, and symposia.

Meeting regularly with PIs to review workloads, deadlines, and provide updates on task completion.

Reviewing spending, assembling budgets and forecasting support.

Assisting with the preparation of grant budgets and maintaining budgetary records.

Editing scientific documents for grammar, flow, clarity, and compliance with grant submission requirements.

Performing general office tasks including filing, copying, and handling mail.

Other duties as assigned.
Minimum Qualifications

High school diploma/GED and at least two (2) years of administrative support-related experience.

Strong initiative, responsibility, and adaptability.

Excellent organizational skills with the ability to manage multiple tasks, meet deadlines, and produce high-quality work.

Strong oral and written communication skills.

Proficiency in computer applications including Windows, Microsoft Word, PowerPoint, Excel, and Adobe Acrobat.

Ability to work both independently and collaboratively with diverse groups of people, personalities, and cultures.
Preferred Qualifications

College degree (BS/BA/BBA in Business Administration, Finance, Accounting, Psychology, Communications, Biology, Chemistry, or a related field preferred) and/or previous experience as an administrative support person in a biomedical research or university setting.

Exposure to NIH grants, or a background in finance/business (finance or business degree preferred), to support grant and budgetary administration.

Demonstrated interest in gaining new skills in research administration through on-the-job mentoring and online learning.

Prior experience supporting research, grants, or scientific administration.

Familiarity with academic or research environments.
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 cafe, 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.
To apply, visit https://omrf.hrmdirect.com/employment/job-opening.php?req=3509843&req_loc=1003638&&#job

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