Administrative Coordinator II

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.

We are seeking an Administrative Coordinator II to support the exciting research and clinical programs of Dr. Heather Greenlee. Dr. Greenlee leads the Integrative Medicine clinic at Fred Hutch as well as a research team focused on cancer prevention and survivorship. Dr. Greenlee’s research program is studying how a broad range of lifestyle interventions (diet, physical activity, weight management) and Integrative therapies (acupuncture, etc.) can affect cancer prevention and survivorship, especially in under resourced and vulnerable populations. The Greenlee Team also supports the Cook for Your Life website (www.cookforyourlife.org), a bilingual website promoting nutritional health and well being for cancer patients and survivors worldwide.

The Administrative Coordinator II will perform a variety of vital administrative and project-related tasks to support these dynamic programs. Strong skills in communication, organization, attention to detail and interpersonal relationships are critical to this position. Collaboration and cooperation are essential to functioning within a team that values a positive and interdisciplinary culture. The coordinator will work with administrative and support staff across multiple institutions, including Fred Hutch, the University of Washington (UW), as well as with collaborators nationwide.  This is a hybrid position (3 days in office) which may require infrequent evening and weekend hours depending on grant deadlines and team events.

Responsibilities

High level administrative support (50%):

• Provide advanced administrative support to a professor-level faculty member, her research and clinical team and trainees. Identify and implement processes to improve workflow, meeting deadlines, organization and communication.
• Manage scheduling and calendaring between institutions, in collaboration with the Fred Hutch research and clinical teams and collaborators at outside institutions.
• Coordinate and edit revisions to manuscripts, articles, reports and funding proposals of a highly technical nature.  Coordinate documentation preparation with publication deadlines, grant deadlines, collaboration efforts and other projects.
• Assist with submitting manuscripts and abstracts. Track faculty and team manuscripts, abstracts, and presentations.
• Track and coordinate with other administrative personnel and grant managers on documents and deadlines related to funding agency and institutional review board submissions.
• Prepare general correspondence, including memos and email, and professional progress reports. Proofread for spelling, grammar and layout, and make appropriate edits. Responsible for accuracy and appearance of final documents.
• Assist with preparation of PowerPoint presentations, including text, preparation and insertion of figures, graphs, charts, drawing, and tables.
• Coordinate all aspects Dr. Greenlee and team member travel, including flight, hotel, necessary documentation (disclosure, copyright, video release and other forms) and reimbursements. Ensure that travel is appropriately charged, and all Fred Hutch and Program guidelines are met.
• Maintain Dr. Greenlee’s reference database, professional CV’s, NIH biosk