Grants & Project Coordinator

About the role

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.

Responsibilities

• 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.

Requirements

• 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.
• Ability to prioritize, meet deadlines, work independently, and demonstrate professionalism with diverse personalities and cultures.

Qualifications

• Exposure to NIH grants, or a background in finance/business (finance or business degree preferred), to support grant and budgetary administration.
• Prior experience (as indicated in the posting).

Skills

• Detail‑oriented
• Proactive
• Highly organized
• Able to multi‑task
• Strong communication skills
• Helpful, positive attitude
• Enthusiasm for working as part of a supportive, collaborative team
• Proficiency in Microsoft Office Suite
• High attention to detail
• Dependability
• Willingness to learn
• Ability to prioritize and meet deadlines
• Ability to work independently
• Professionalism with diverse personalities and cultures