Grants & Projects Coordinator

CAREERS AT OKLAHOMA MEDICAL RESEARCH FOUNDATION

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The Arthritis and Clinical Immunology Research Program at Oklahoma Medical Research Foundation (OMRF) is seeking a Grants and Projects Coordinator (Project Coordinator I) to provide comprehensive support to multiple senior scientists (Principal Investigators [PIs]). This 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, proactive, highly organized, able to multi-task, with strong communication skills and a helpful, positive attitude.

This position will also be involved in grant and manuscript preparation and submission.

• Reviewing and submitting grant applications to multiple funding agencies, ensuring compliance with OMRF policies, state, and federal regulations, and with the policies, procedures, and requirements of funding agencies.
• Participating in the review and submission of grant reports to the sponsor during the life of the grant award.
• Reviewing spending, assembling budgets and forecasting support.
• Assisting with the preparation of grant budgets and maintaining budgetary records.
• Organizing and maintaining records of grant effort distribution and monthly accounting reports.
• Monitoring grant reporting, renewals, membership, abstract, and meeting deadlines; notifying PIs well in advance.
• Monitoring costs and expenditures on grant accounts to ensure compliance with applicable requirements, regulations and terms and conditions of awards and/or OMB Uniform Guidance.
• Updating and maintaining CVs, biosketches, bibliographies, and publication collections.
• Monitoring compliance with Public Access requirements for publications.
• Drafting and editing letters, regulatory documents (e.g., IRB or IACUC applications), and other materials.
• Providing administrative and organizational support to multiple PIs within the program.
• Managing PI calendars, arranging meetings and interfacing with recruits.
• Coordinating travel arrangements, reimbursements, and office supply purchases.
• Planning and arranging guest speaker visits, meetings, seminars, and symposia.
• Meeting regularly with PIs to review workloads, deadlines, and provide updates on task completion.
• Editing scientific documents for grammar, flow, clarity, and compliance with grant submission requirements.
• Performing general office tasks including filing, copying, and handling mail as needed.
• Other duties as assigned.

• Bachelor’s degree in a related field AND Two (2) years of administrative/financial support-related experience OR High School Diploma (or GED) AND Four (4) years of administrative/financial support-related experience.
• Strong communication skills and enthusiasm for working as part of a supportive, collaborative team.
• Proficiency in using computer systems and software, including Microsoft Office Suite.
• High attention to detail, dependability, and willingness to learn.
• The ability to prioritize, meet deadlines, work independently, and demonstrate professionalism with diverse personalities and cultures are essential.

• Exposure to NIH grants, or a background in finance/business (finance or business degree preferred), to support grant and budgetary administration.
• Prior experience supporting research, grants, or scientific administration.
• College degree and/or previous experience as an administrative support position in a biomedical research or university setting.
• Familiarity with academic or research environments.
• Demonstrated interest in gaining new skills in research administration through on-the-job mentoring and online learning.

Typically, Monday through Friday from 8:30AM to 5:00PM.

Founded in 1946, the Oklahoma Medical Research Foundation (OMRF) is among the nation’s oldest, most respected independent, nonprofit…