Administrative Assistant II/III

Administrative Assistant II/III 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 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 Adminis