Administrative Assistant

Oklahoma Medical Research Foundation
September 9, 2019
Oklahoma City, OK
Job Type


Position Description:

Administrative Assistant

Posting Number: 000127

Position Type: Administrative

Classification: Ongoing

Status: Full-Time

Department: Aging & Metabolism - Van Remmen

Job Summary/Basic Function:

Provide assistance and organization to multiple Principle Investigators (PIs). Manage grant submissions for NIH and other funding agencies. This includes budget preparation and assembly, copy editing, and review of application for compliance of federal requirements. Update and organize CVs and Biosketches for PIs. Assist in organizing bibliographies and published paper collections, monitoring for Public Access compliance. Assist in drafting and/or editing letters, regulatory documents such as IRB or IACUC applications. Organize and maintain records of grant effort distribution and monthly accounting reports. Monitor and notify PIs of various deadlines well in advance of due date for grant reporting and renewal, membership renewal, abstract, and meeting deadlines. Manage PI calendars. Manage travel arrangements and reimbursements. Assist with purchasing office equipment and supplies. Assist with planning and arranging all aspects of visits for guest speakers, meetings, seminars, and symposia as required for department and PIs. Meet with Department Chair weekly, and with PIs as needed to review and coordinate workloads, deadlines, etc., and provide feedback regarding completion of major tasks, office operations and any issues.

Minimum Qualifications:

High school diploma, GED, or equivalent and 3 years of clerical experience.

Candidate must show strong initiative, be responsible, display high attention to detail, and be adaptable. Must be organized, deadline driven, efficient and able to produce high quality work while handling multiple tasks simultaneously. Must have excellent oral and written communication skills as well as excellent computer skills. Familiarity with Windows, Microsoft Office Word, PowerPoint, Adobe Acrobat and Excel are a must. Ability to work independently as well as collaboratively with a diverse group of people, personalities and cultures required.

Minimum Degree Required:

High School Diploma or Equivalent

Work Hours: Typically Monday through Friday, 8:30am-5:00pm however hours may vary depending on work load and need for office coverage.

Preferred Qualifications:

College degree and/or previous experience as an administrative support in a biomedical research or university setting.

Physical Demands:

Regularly required to sit, use manual dexterity, talk and hear. Occasionally required to stand, walk, reach with hands and arms, and lift or move up to 10 pounds. Vision requirements include close vision and ability to adjust focus. Noise level is usually quiet.

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