Administrative Coordinator I/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.

 

The Administrative Coordinator I/II is 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 and labs within the Translational Science and Therapeutics Division (TST) at Fred Hutch.

 

This role offers varied, non-standard administrative work across a range of skill sets in supporting the faculty and their labs 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.

Responsibilities

• Function as the primary administrative contact for a group of faculty/principal investigators and their laboratories.
• Provide direct support to the faculty and their lab 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 TST. Ensure new employees receive all the information and access they need to successfully integrate into the lab/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 TST administrators, under the direction of the Program Operations Director, so that inquiries and needs are resolved appropriately.
• Manage administrative budgets associated with the lab/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 lab webs