Faculty Affairs Coordinator – VIDD

Fred Hutchinson Cancer Center•Seattle, WA

About The Position

The Faculty Affairs Coordinator is based in Fred Hutchinson Cancer Center’s Vaccine and Infectious Disease Division (VIDD) and reports to the VIDD Faculty Affairs Senior Program Manager. The position is an operational partner responsible for independently coordinating assigned faculty lifecycle processes for academic faculty and scientific staff, including appointments, promotions, reviews, renewals, leaves, and departures. The coordinator interprets established policies, identifies and resolves routine issues, determines next steps, and escalates complex matters as appropriate. The role leads operational coordination for external faculty searches, the VIDD Seminar Series, assigned Faculty Affairs committees, quarterly faculty meetings, division-wide events, and special projects. It also maintains faculty data and records, manages administrative shared inboxes, supports cross-institutional work with University of Washington partners, and maintains internal resources and VIDD News updates. The position requires sound judgment, discretion, accuracy, strong organization, and the ability to manage recurring processes with minimal supervision while meeting institutional policies and deadlines. Fred Hutchinson Cancer Center is an independent nonprofit organization providing adult cancer treatment and conducting research focused on cancer and infectious diseases. The organization values collaboration, compassion, determination, excellence, innovation, integrity, and respect. Candidates must submit a resume and a cover letter explaining their interest in this specific role.

Requirements

Bachelor’s degree or an equivalent combination of education and experience.
At least six years of experience in complex administrative coordination.
Exceptional judgment, discretion, and accuracy, and the ability to independently manage recurring operational processes with minimal supervision.
Ability to ensure faculty affairs activities comply with Fred Hutch and University of Washington policies and established timelines.
Exceptional written and verbal communication skills, including experience corresponding and engaging effectively with executive-level faculty and senior professionals.
Strong organizational skills and attention to detail.
Ability to manage multiple priorities and meet deadlines.
Knowledge of academic and faculty affairs processes.
Experience maintaining records and tracking workflows across multiple programs.
Demonstrated experience coordinating meetings and events.
Ability to work independently and collaboratively.
Advanced experience with Microsoft and other technologies, including Outlook, complex scheduling, and task management.
Proficiency in Microsoft Office Suite, including Word, Excel, and PowerPoint, and SharePoint.
Positive, team-oriented approach and strong interpersonal skills.

Nice To Haves

Certification in or evidence of project management skills.

Responsibilities

Independently manage assigned Faculty Affairs workstreams, including appointments, promotions, reviews, renewals, leaves, and departures.
Interpret established policies, consult institutional offices to ensure compliance, and assist the Senior Program Manager with drafting memos about policy changes and recommendations to senior leadership.
Coordinate logistics for external faculty recruitments, including committee schedules and materials, candidate screenings, seminars, chalk talks, interviews, campus visits, interviewer preparation, feedback tracking, and follow-up.
Lead operational coordination of the weekly VIDD Seminar Series, supporting more than 30 internal and external speakers annually and providing administrative support to the Seminar Committee.
Coordinate with audiovisual services, catering, speakers, and faculty sponsors for seminars, and track budgets and expenses.
Maintain faculty data and records, including appointment histories, career milestones, promotion timelines, and reporting information.
Lead operational support for the Seminar and Mentoring Committees, including agendas, meeting materials, logistics, action-item tracking, communications, and follow-through.
Coordinate quarterly faculty meetings and division-wide events, including agenda development, speaker coordination, presentation preparation, logistics, and follow-up communications.
Support confidential closed voting sessions during quarterly faculty meetings in accordance with established processes and confidentiality requirements.
Serve as VIDD’s operational liaison to University of Washington partners on cross-institutional faculty appointments, promotions, and policy implementation.
Create and maintain internal resources, including CenterNet pages and Faculty Affairs Office SharePoint sites, and contribute to improvements in processes, documentation, and reporting systems.
Manage the Faculty Affairs Office and VIDD Administration shared inboxes, triaging inquiries and ensuring timely, professional responses and resolution.
Support special Faculty Affairs Office projects as assigned.
Manage VIDD Administration email distribution lists, VIDD News updates on CenterNet, and ProCard reconciliation in accordance with institutional policies.
Support division-wide projects and events, including the faculty retreat and annual division-wide celebration, in partnership with VIDD administrative leaders.