Administrative Assistant II/III/IV

Position Overview and Responsibilities:

The Aging and Metabolism Research Program (AM) at Oklahoma Medical Research Foundation (OMRF) is seeking an Administrative Assistant to provide comprehensive support to multiple scientists (Principal Investigators [PIs]) and their lab members. This role plays a key part in ensuring smooth research operations by assisting with administrative, organizational, and research support tasks, including coordinating completion of grant and progress report submissions. The ideal candidate will be detail-oriented, highly organized, able to multi-task, with strong communication and accounting-level math skills as well as a helpful, positive attitude.

Responsibilities include, but are not limited to:

• Providing administrative and organizational support to PIs within the program.
• Independently managing competing priorities and deadlines across multiple PIs while maintaining regular communication regarding workload, upcoming requirements, and task completion.
• Preparation and submission of grant applications, renewals, progress reports, and other research materials in accordance with institutional and sponsor requirements.
• Assisting with the preparation and submission of grant budgets including performing budget calculations, verifying totals, and ensuring mathematical accuracy and compliance with sponsor guidelines.
• Assisting with the preparation and submission of other grant components required per grant specific guidelines
• Reviewing grant and departmental expenditures, maintaining budgetary and effort records, and assisting with budget projections.
• Monitoring grant reporting, renewal, compliance, and critical deadlines and proactively communicating requirements to PIs. Monitoring compliance with Public Access requirements for publications.
• Updating and maintaining biosketches, current and pending other support documents as well as bibliographies and publication collections.
• Coordinating invited guest speaker visits, including communications, scheduling travel and hotel arrangements, developing detailed itineraries, and coordinating visit-day logistics.
• Coordinating PI travel arrangements.
• Editing scientific documents for grammar, flow, clarity, and compliance with grant submission requirements.
• Managing PI calendars and scheduling meetings
• Performing general administrative duties including filing, copying, conference room scheduling, and other responsibilities as needed.

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, 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 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.