Administrative Assistant II

Fred Hutchinson Cancer Center • Seattle, WA

5d • Hybrid

About The Position

The Administrative Assistant II provides complex administrative support to Fred Hutchinson Cancer Center’s Immunology & Vaccine Development (IVD) Program and its faculty. The role supports faculty and lab personnel through calendar and travel coordination, document preparation, expense processing, HR delegation, event coordination, purchasing, and other administrative services. It requires independent judgment when interpreting policies, interacting with faculty and external organizations, and handling sensitive or confidential information. The administrator also collaborates with Vaccine and Infectious Disease Division (VIDD) administrative teams to coordinate division events and activities.

This is an on-campus position, with the possibility of working remotely one day per week after satisfactory completion of the initial training period and subject to good performance.

Requirements

• High school diploma or GED and four years of administrative or relevant experience, or equivalent education and experience.
• Strong organizational and time-management skills.
• Strong communication and interpersonal skills.
• Attention to detail and ability to prioritize tasks, meet deadlines, and work independently and as part of a team.
• Proficiency with software packages including Microsoft 365 Word, Excel, and PowerPoint.

Nice To Haves

• Bachelor’s degree or equivalent work experience.
• Five years of progressively complex administrative experience.
• Basic budgeting and analysis experience using Excel or Power BI.

Responsibilities

• Manage calendars and travel for assigned faculty and lab personnel.
• Prepare and update correspondence, manuscripts, reports, faculty CVs and biosketches, and other documents.
• Organize and prioritize tasks.
• Coordinate meetings and seminars, including communications, catering, room reservations, meeting documents and presentations, travel logistics, and minutes.
• Coordinate onboarding and offboarding for IVD Program lab personnel and serve as an HR delegate for time reporting and HR actions, as approved by faculty.
• Reconcile business credit card expenses and process travel expenses and reimbursements.
• Purchase equipment and supplies, obtain bids when required, perform inventory control, and coordinate with purchasing and program fiscal staff.
• Process internal and external requests for information and help facilitate communications with faculty.
• Establish procedures and interpret and accurately apply administrative policies, protecting sensitive or confidential information.
• Perform projects and events specific to faculty or the program.
• Sort and distribute business mail and maintain the organization and restocking of the mail room and office supply room.
• Maintain and update faculty websites in coordination with VIDD FAO to ensure information is accurate and current.
• Manage event-planning activities, including scheduling, venue selection, catering, travel arrangements, and stakeholder communications.
• Perform other duties as assigned.

Benefits

• Medical and vision coverage
• Dental insurance
• Flexible spending accounts
• Life insurance
• Disability benefits
• Retirement benefits
• Family life support
• Employee assistance program
• Onsite health clinic
• Tuition reimbursement
• Paid vacation
• Paid sick leave
• Paid holidays
• Paid parental leave

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED