Administrative Coordinator I/II

Administrative Coordinator I/II

Job ID

29003

Type

Regular Full-Time

Location

US-WA-Seattle

Category

Administrative Support

Overview

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. These values are grounded in and expressed through the principles of diversity, equity and inclusion. 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. Fred Hutch is in pursuit of becoming an anti-racist organization. We are committed to ensuring that all candidates hired share our commitment to diversity, anti-racism and inclusion.

TheAdministrative Coordinator I/IIis responsible for providing administrative support, including planning, coordination, and implementation of various projects and activities under the direction of a Program Operations Director in support of faculty within the Clinical Research Division (CRD) at Fred Hutch.

This role offers varied, non-standard administrative work across a range of skill sets in supporting the faculty and their research in all tasks that are required to proactively plan for and manage active research portfolios. The Administrative Coordinator will often be the first point of contact for internal and external colleagues, 'customers' and partners. Good knowledge of the organization, a commitment to providing excellent customer service, responsiveness, flexibility (both time and task), creativity, confidentiality, proactiveness and self-direction along with excellent organizational, technical, and interpersonal skills will be required to succeed in this role. Adaptability to peaks in workflows, willingness to assist other members of the administrative team, and the commitment to meeting deadlines are essential.

This role will have the opportunity to work partially at our campus and remotely.

Function as the primary administrative contact for a group of faculty/principal investigators and their research teams.
• Provide direct support to the faculty and their research personnel, relative to meeting management, Outlook invites, logistics, and other potential support needs. Ensure that all calendar needs, and any related travel arrangements are prepared in accordance with Center policies and procedures and submitted on time.
• Provide logistical support to conferences, workshops, public events, etc. Plan implement and manage program-wide events as requested. Oversee procurement of catering, equipment, as well as preparing or procuring the preparation of promotional materials.
• Draft agendas and ensure all documents and background information for meetings are received, collated, and circulated in a timely manner. Ensure that all materials needed for any external meetings are provided well in advance. Organize and attend meetings, take minutes, and distribute for review as directed, and track progress on action items.
• Support on-boarding and off-boarding activities for employees who are joining or departing research groups within CRD. Ensure new employees receive all the information and access they need to successfully integrate into the team.
• Function as primary reconciler for ProCard and perform compliance duties per Fred Hutch policy.
• Assist with implementation and communication of new policies and procedures. Create and update standard operating procedures when needed.
• Act as a liaison as needed, with other CRD administrators, under the direction of the Program Operations Director, so that inquiries and needs are resolved appropriately.
• Manage administrative budgets associated with the teams and organize financial items requiring review and approval, ensuring they are being handled in a timely manner.
• Maintain the database of CVs, biosketches, and Other Support documents per Fred Hutch, University of Washington, and/or the NIH policy.
• Assist in maintaining faculty/program websites on a regular basis.
• Perform other responsibilities, duties, and special projects as assigned by or required in support of the Program Operations Director.

Administrative Coordinator I:

Minimum Qualifications

• Requires High School/GED and five years of administrative or relevant experience OR equivalent education/experience.
• Strong computer skills including word processing, database programs, and spreadsheets.
• Experience in budget monitoring.
• Supervisory experience may be required.

Preferredqualifications

• Strong organizational skills and attention to detail.
• Advanced skills in Microsoft Office Suite.
• Competency working with individuals in remote work setting.
• Experience with MS Teams and other virtual platforms.
• Ability to learn new platforms, as needed, in order to coordinate hybrid and virtual events.
• Ability to develop, plan and implement short- and long-range goals, including project timelines and milestones.
• Excellent verbal and written communication skills and the ability to communicate effectively with personnel from a variety of levels.
• Ability to work independently and as a part of the team.
• Ability to prioritize effectively, plan ahead, problem-solve and meet goals in a deadline-driven environment.
• Ability to identify and take advantage of new opportunities, best practices and potential partnerships.

Administrative Coordinator II:

Minimum qualifications

• Requires High School/GED and six years of administrative or relevant experience OR equivalent education/experience.
• Strong computer skills.
• Experience in budget preparation.
• Supervisory experience may be required.

Preferred qualifications

• Strong organizational skills and attention to detail.
• Advanced skills in Microsoft Office Suite.
• Competency working with individuals in remote work setting.
• Experience with MS Teams and other virtu.