Oklahoma Staffing
Administrative Assistant II/III/IV - ACI
Oklahoma Staffing, Oklahoma City, Oklahoma, United States, 73116
Administrative Assistant
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. The 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, 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 senior scientists. Updating and maintaining CVs, biosketches, bibliographies, and publication collections. Monitoring compliance with Public Access requirements for publications. Drafting and editing letters, regulatory documents, and other materials. Organizing and maintaining records of grant effort distribution and monthly accounting reports. Monitoring grant reporting, renewals, membership, abstract, and meeting deadlines. Managing senior scientists 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 senior scientists 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
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. The 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, 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 senior scientists. Updating and maintaining CVs, biosketches, bibliographies, and publication collections. Monitoring compliance with Public Access requirements for publications. Drafting and editing letters, regulatory documents, and other materials. Organizing and maintaining records of grant effort distribution and monthly accounting reports. Monitoring grant reporting, renewals, membership, abstract, and meeting deadlines. Managing senior scientists 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 senior scientists 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