Administrative Manager I - Event Planning

Fred Hutchinson Cancer Center•Seattle, WA

2d•Hybrid

About The Position

The Administrative Manager I (Events) is a key operational role within the Basic Sciences Division. This position is responsible for the end-to-end coordination and execution of a robust calendar of academic and social events. The ideal candidate will possess exceptional organizational skills, close attention to detail, and the ability to manage multiple complex projects simultaneously. This role partners closely with faculty, trainees, and administrative staff to ensure seamless event experiences that support the division’s research and community-building goals. This is a hybrid position and requires candidate to be on campus four days a week. To be considered for this role, please submit cover letter with resume.

Requirements

Requires Bachelor’s Degree and three years of administrative management or relevant experience OR equivalent education/experience.

Nice To Haves

3+ years of experience in administrative management, event coordination, and/or project management, preferably in an academic or research environment.
Proven ability to manage timelines, complex logistics, and multiple concurrent projects.
Competence in budget tracking, expense reporting, and procurement processes.
Excellent verbal and written communication skills; ability to interface professionally with faculty, high-profile guest speakers, and trainees.
Experience with Microsoft Office Suite, survey tools (e.g., SurveyMonkey), and content management systems for website updates.
Demonstrated ability to work effectively in a team, delegate tasks, and maintain strong cross-departmental partnerships.
Strong supervisory skills with a proven ability to lead, mentor, and delegate to junior staff effectively.

Responsibilities

Lead the coordination of the weekly division seminar series, including speaker invitations, scheduling, travel/lodging arrangements, trainee lunch coordination, and room/catering logistics.
Facilitate the Friday Afternoon Seminar series, managing scheduling, internal communication, and day-of operational support.
Plan and execute the Annual Division Retreat, including venue procurement, contract management, coordination of all logistics, and serve as the day-of onsite contact.
Coordinate division-wide celebrations, including holiday events and faculty award ceremonies.
Provide project management for the Weintraub Symposium and Postdoc Recruitment Symposiums, handling speaker travel, registration systems, marketing materials, and program execution.
Partner with Research Administrators (RA) to manage logistics for informal seminars, including room reservations, publicity, and catering.
Act as the primary steward for specific division event budgets (e.g., Seminar/Education and Retreat funds), ensuring expenditures align with financial guidelines.
Reconcile division event ProCards, manage speaker honorarium and reimbursement processes, and secure necessary event permits (e.g., banquet permits).
Create and disseminate promotional flyers, invitations, and event notifications across the division and Center.
Maintain and update the Basic Sciences Division website with current event information.
Act as a backup for day-of event hosting and set-up; supervise and delegate specific task lists to the Administrative Coordinator I as needed.
Provide strong leadership and guidance to the Administrative Coordinator I. Delegate event-specific tasks, oversee workflow distribution, and provide day-to-day mentorship to ensure high-quality service delivery.