Grants and Finance Administrative Assistant II/III

Position Overview and Responsibilities
The Arthritis and Clinical Immunology Research Program (ACI) at Oklahoma Medical Research Foundation (OMRF) is seeking a Grants and Finance Administrative Assistant to provide high-level fiscal and administrative support to multiple senior scientists (Principal Investigators [PIs]). The ACI research program is dedicated to understanding the molecular mechanisms of systemic autoimmunity and immune responses to infection and vaccination. This role is designed for a candidate with a strong aptitude for basic accounting and grant submission/management who will serve as the primary facilitator for federal and non-federal grant submissions and post-award financial monitoring. The ideal candidate will also 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:
Fiscal Management & Grant Accounting
• Perform monthly account reconciliations and expenditure forecasting to support PI decision-making.
• Manage personnel effort reporting and labor distributions across multiple grant projects.
• Assist with the preparation of comprehensive grant budgets for federal (NIH, DoD) and non-federal grant proposals.
• Monitor grant account expenditures (including subawards) to ensure compliance with OMB Uniform Guidance and specific award terms.
• Analyze unobligated balances and assist in the preparation of internal financial summaries to support PI decision-making and federal carryover requests.
• Manage purchasing and inventory for office and common lab supplies.

Research & Grant Administration
• Lead the administrative submission process for federal (NIH, DoD) and non-federal grant proposals, including budget development and ASSIST management, 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, ensuring data integrity and meticulous attention to detail in high-stakes federal reporting.
• 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.

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 support experience in a professional office setting, or equivalent combination of education and experience.
• Basic understanding of bookkeeping or accounting principles (e.g., tracking expenses, processing invoices, or basic account reconciliation).
• High proficiency in Word and Excel (ability to use basic formulas and format tables), Outlook, PowerPoint, and Adobe Acrobat.
• Strong organizational and communication skills with the ability to manage multiple tasks and meet deadlines.
• Exceptional organizational skills, attention to detail, time management, and ability to manage multiple tasks and priorities.
• Demonstrated ability to anticipate needs, track details across multiple priorities, and follow through independently.
• Strong problem-solving skills and sound judgement.
• Excellent customer service and interpersonal skills.
• Demonstrated team player with strong collaboration abilities.
• Excellent communication skills - both written and verbal.

For Administrative Assistant III:
• Requirements for Grants & Finance 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.
• Exceptional professional writing and editing skills for drafting regulatory documents and scientific correspondence.
• Demonstrated interest in gaining new skills in research administration through on-the-job mentoring and online learning.
• Experience with NIH ASSIST, Grants.gov, or similar electronic Research Administration (eRA) systems.
• Familiarity with NIH Public Access Policy (PMCIDs) OMB Uniform Guidance (2 CFR 200) regarding federal cost principles.
• Knowledge of the new NIH Common Forms for Biosketches and other support.
• Demonstrated experience in independent financial reconciliation, expenditure forecasting, subaward monitoring, and budget development. Comfortability identifying and resolving accounting discrepancies.
• Proven experience in the preparation and submission of federal and non-federal grant applications.
• Ability to manage the administrative lifecycle of multiple grants simultaneously with minimal supervision, ensuring 100% compliance with agency-specific guidelines.
• Advanced Word and Excel skills.

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.