Administrative Assistant I

Administrative Assistant I (Part-Time)

Department: Aging & Metabolism

Location: Oklahoma City, OK

The Aging & Metabolism Research Program at Oklahoma Medical Research Foundation (OMRF) is seeking an organized and dependable part-time Administrative Assistant to support multiple Principal Investigators (PIs) and research program needs. This position is essential to the smooth operation of the program and contributes to advancing scientific research.

Responsibilities include, but are not limited to:

ADMINISTRATIVE & OFFICE SUPPORT

Providing administrative support for Principal Investigators (PIs) and assisting with additional operational needs as requested by PIs and other administrative staff.

Procuring and managing office supplies to support day-to-day operations.

Coordinating incoming and outgoing shipments, including FedEx and internal mail services.

Coordinating regular mail pick-up and distribution.

Updating and maintaining informational flyers and bulletin boards.

EVENT & SEMINAR SUPPORT

Assisting with planning and logistics for retreats, special events, and holiday celebrations.

Managing weekly seminar logistics, including room setup, refreshment preparation, and post-event clean-up.

Purchasing and organizing refreshments for seminars and meetings.

Providing event planning and on-site support as needed.

OPERATIONS & FINANCIAL SUPPORT

Processing and tracking reimbursement requests in accordance with institutional policies.

Performing P-Card reconciliation and maintaining accurate financial records.

Stocking and maintaining breakrooms to ensure a welcoming and functional environment.

Troubleshooting and coordinating resolution of facility and equipment issues, including IT, phone systems, copiers, housekeeping, and biomedical service.

Minimum Qualifications

High School Diploma (or GED).

Proficiency in using office technology and software, including computers and Microsoft Office.

Strong oral and written communication skills.

Highly organized, detail-oriented, and able to meet deadlines.

Comfortable handling multiple tasks efficiently while producing high-quality work.

Ability to work independently and collaboratively with other administrative staff, departmental teams, and the foundation.

Skilled at interacting effectively with a diverse group of people, personalities, and cultures.

Demonstrates strong initiative, responsibility, and adaptability.

Preferred Qualifications

Previous office, clerical, and/or administrative support-related experience.

Demonstrated experience managing projects, including coordinating timelines, tracking progress, and collaborating with multiple stakeholders.

Background in accounting or financial administration.

Work Hours

Approximately 20-25 hours per week, with hours scheduled between 8:30AM and 5:00PM, Monday through Friday.