Administrative Assistant II/III
- Compensation
- Not disclosed
- Location
- Oklahoma City OK
- Work setup
- Not specified
- Seniority
- Not specified
- Employment
- Full time
- Experience
- Not specified
- Category
- Administration
- Posted
Must have
- 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.
Nice to have
- 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,
- Experience in bookkeeping, accounting, or managing complex research budgets.
- Proven ability to interface professionally with diverse groups, including visiting scientists and departmental leadership.
- Demonstrated interest in gaining new skills in research administration through on-the-job mentoring and online learning.
Full description
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 ResponsibilitiesFinancial & Operations Support
- Assist with preparing budgets, reconciling financial accounts, managing personnel effort, and providing expenditure forecasting to support PI decision-making.
- Monitor 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 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, room reservations 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.
- Maintain accurate and up-to-date Cvs.
- Format manuscripts as per journal's author guidelines
- .Proactively monitor and notify PIs of deadlines, reports, submissions, memberships, and professional meetings.
- Draft and edit professional and critical regulatory documents for grammar, flow, formatting, and accuracy.
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.