Grants and Finance Administrative Assistant II​/III

Grants and Finance 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) seeks a Grants and Finance Administrative Assistant to provide high‑level fiscal and administrative support to senior scientists (Principal Investigators).

The role requires strong basic accounting and grant submission/management aptitude and will serve as the primary facilitator for federal and non‑federal grant submissions and post‑award financial monitoring. The ideal candidate is detail‑oriented, highly organized, multitasker, proactive, and has excellent written and oral communication skills.

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…