Administrative Assistant II​/III - Philanthropy

CAREERS AT OKLAHOMA MEDICAL RESEARCH FOUNDATION

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The Philanthropy Administrative Assistant (PA) is a central operational support role within OMRF’s Philanthropy team. This role provides high-level administrative coordination that helps the department run smoothly day to day, supporting scheduling, meetings, communication, and follow-through across the team.

• Provide administrative support to the Philanthropy and Gift Management teams.
• Answer Philanthropy department main phone line and OMRF main phone line (on a rotating basis), determine the purpose of calls and route appropriately.
• Handle donations and donor questions via phone and email with professionalism and genuine care.
• Prepare requisitions, purchase orders, expense reports, and reimbursements for department staff.
• Order office supplies as needed and help maintain an organized, functional general office area.
• Assist with tracking and coordinating external event RSVPs on behalf of OMRF Staff and board members.
• Assist Director Philanthropy Events with necessary support for all internal events.
• Assist with coordination and staffing of tours as needed.
• Coordinate scheduling across the Philanthropy team, including securing meeting rooms and supporting internal and cross‑departmental meetings.
• Coordinate, attend, and draft meeting summaries and notes for Philanthropy department meetings, with an emphasis on capturing key decisions, next steps, and follow‑up items.
  
  Track and support follow‑up items from meetings, helping ensure next steps and deadlines are documented, communicated, and accomplished.
• Assist the Vice President of Philanthropy and senior staff with scheduling meetings, confirming appointment details, and proactively identifying potential conflicts or gaps.
• Help maintain departmental rhythm by supporting meeting readiness, tracking recurring needs, and identifying patterns that impact efficiency or workload.
• Perform other related duties as assigned.

• High School Diploma or GED and two (2) years of administrative support‑related experience.
• Exceptional organizational skills, attention to detail, time management, and ability to manage multiple tasks and priorities.
• 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.
• Proficiency in Microsoft Word, Excel, PowerPoint, and Outlook.
• Flexibility to occasionally work after‑hours events with advanced notice.

• Prior office management or administrative experience, particularly in a nonprofit or fundraising environment.
• Experience working in Salesforce or other CRM system(s).
• Experience using modern workplace and collaboration tools, such as Microsoft Outlook and Microsoft 365 (including One Drive), Asana, Slack, Smartsheet, Zoom, or other comparable platforms.
• Comfort working across multiple systems to track information, support follow‑through, and maintain shared documentation.
• Bachelor’s degree from an accredited university in public relations, communications, journalism, business, or related field preferred.

Typically, Monday through Friday from 8:30AM to 5:00PM. This role follows a consistent daily rhythm but requires flexibility during peak periods and major Philanthropy events. Events outside of regular work hours would be communicated with advanced notice. Serving as staff support at all major Philanthropy events is expected.

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