Grants and Finance Administrative Assistant II/III
On-site · Oklahoma City, Oklahoma, United States
Job Summary
Provide high-level fiscal and administrative support to multiple PIs within the Arthritis and Clinical Immunology Research Program (ACI) at Oklahoma Medical Research Foundation. Lead administrative submission processes for federal and non-federal grant proposals (including budget development and ASSIST management), monitor post-award financials, ensure compliance with agency guidelines (OMB Uniform Guidance, NIH, DoD), and support regulatory and clinical credentialing activities. Coordinate travel, calendar logistics, seminar and visit arrangements, and maintain accurate documentation (CVs, biosketches, publications) while maintaining data integrity and high attention to detail. Demonstrate proactive communication, organization, and collaboration to assist PIs with deadlines, grant reports, and regulatory submissions; support clinical activities related to licensure, credentialing, CME, and MOC points as needed.
Required Qualifications
- High school diploma, GED, or equivalent
- 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
- 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: four (4) years of administrative or financial support-related experience OR equivalent combination of education and experience
- Preferred: College degree (BS/BA/BBA in Business Administration, Finance, Accounting, or related field)
- Experience with NIH ASSIST, Grants.gov, or similar eRA systems
- Familiarity with NIH Public Access Policy (PMCIDs) and OMB Uniform Guidance (2 CFR 200)
- Knowledge of NIH Common Forms for Biosketches and other support
- Independent financial reconciliation, expenditure forecasting, subaward monitoring, and budget development
- Ability to manage the administrative lifecycle of multiple grants with minimal supervision
- Advanced Word and Excel skills
- Grant submission experience
- 100% compliance with agency-specific guidelines
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