Administrative Coordinator II

Fred Hutchinson Cancer Center•Seattle, WA

16h•$33 - $50•Hybrid

About The Position

Fred Hutchinson Cancer Center is an independent, nonprofit organization providing adult cancer treatment and groundbreaking research focused on cancer and infectious diseases. Based in Seattle, Fred Hutch is the only National Cancer Institute-designated cancer center in Washington. With a track record of global leadership in bone marrow transplantation, HIV/AIDS prevention, immunotherapy and COVID-19 vaccines, Fred Hutch has earned a reputation as one of the world’s leading cancer, infectious disease and biomedical research centers. Fred Hutch operates eight clinical care sites that provide medical oncology, infusion, radiation, proton therapy and related services, and network affiliations with hospitals in five states. Together, our fully integrated research and clinical care teams seek to discover new cures to the world’s deadliest diseases and make life beyond cancer a reality. At Fred Hutch we value collaboration, compassion, determination, excellence, innovation, integrity and respect. Our mission is directly tied to the humanity, dignity and inherent value of each employee, patient, community member and supporter. Our commitment to learning across our differences and similarities make us stronger. We seek employees who bring different and innovative ways of seeing the world and solving problems. The Administrative Coordinator II role is responsible for providing administrative support for faculty in the Clinical Research Division (CRD) at Fred Hutch Cancer Center. This position will report to the Program Operations Director, Solid Tumor Program, and assigned faculty. The culture of the Clinical Research Division administration team at Fred Hutch Cancer Center is collaborative, compassionate, and innovative. We strive for excellence in our daily activities, and we treat one another with respect while acting with integrity. We live the Fred Hutch values and seek to provide the very best service and support to faculty, patients and one another, to make progress towards our vision: To achieve life uninhibited by cancer and other diseases through seamless integration of research and clinical care. Once the selected candidate has become familiar with the scope of responsibilities and is trained on use of applicable systems and tools, an independent and problem-solving approach to a diverse scope of tasks is expected. They will work cooperatively with peer Administrative Coordinators and the Program Director to provide support in the area of greatest need. This role should plan to consistently spend at least 3 days per week on campus. Candidates must include a cover letter as part of their application to be considered.

Requirements

Requires High School/GED and six years of administrative or relevant experience OR equivalent education/experience

Nice To Haves

Bachelor's degree and two years of administrative support, e xperience working in the field of Biomedical Research is ideal
Experience with event coordination, including planning, budgeting, execution and wrap-up
Experience with booking national and international travel
Strong Microsoft Office Suite, Outlook, Teams, OneNote, Zoom, Adobe Acrobat and on-line systems skills
Able to independently develop tracking mechanisms to ensure timely, consistent and accurate information
Experience with financial and data management tracking and techniques
Comfortable learning new technologies to successfully perform assigned tasks
Exceptional attention to detail and quality of work
Experience with in-person and virtual meeting coordination, scheduling, and planning
Ability to identify and take advantage of new opportunities, best practices, and build strong partnerships
Ability to work independently, prioritize effectively, proactively plan, problem-solve and meet goals in a deadline-driven environment
Possess a process-improvement mindset, and willingness to turn new ideas into better ways of working
Interest in and passion for supporting the mission of Fred Hutch Cancer Center Clinical Research Division’s vision: To achieve life uninhibited by cancer and other diseases through seamless integration of research and clinical care

Responsibilities

Manage the implementation and administration of Fred Hutch and program policies and procedures in support of assigned faculty
Manage all assigned calendars and coordinate meetings with stakeholders on behalf of assigned faculty
Proactively communicate and mitigate potential schedule conflicts
Manage travel arrangements, to include reconciliation and processing of costs and reimbursements in accordance with Fred Hutch policies and deadlines
Act as an administrative liaison for assigned faculty and staff with internal and external collaborators
Coordinate any personnel administration functions for the program as needed by faculty and leadership
Coordinate preparation and monitoring of faculty CVs, and associated documents, for assigned faculty
Coordinate and track faculty Outside Activities
Track, collect, compile and reconcile a variety of billing and financial information and reports
Support the production of manuscripts and publications
Support faculty with external collaborations, including applicable disclosures reporting and management
Coordinate program space and facilities requests, under the direction of leadership
Manage acquisition, maintenance, storage, and supply of equipment or related items in support of faculty activities
Develop, recommend, and implement policies and procedures related to program administration
Assist assigned faculty and staff with special projects as requested
Provide organizational support as needed in support of program needs
Engage as a team player in all activities, which requires a collaborative and communicative way of working to achieve the Division’s collective goals, this also involves coverage for team members while they are out of office or if duties need to shift due to changing workloads
Track and organize the new faculty onboarding process in partnership with organizational/department counterparts