Administrative Coordinator I - Office of Sponsored Research (OSR)

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, Office of Sponsored Research (OSR) under the general direction of the Associate Vice President, Sponsored Research (AVP), has responsibility and accountability for major administrative components of the department including coordination of communications, scheduling, professional development, travel, and personnel management support. As a part of the OSR Operations and Support Services team, the Administrative Coordinator I also provides administrative support for OSR leadership initiatives and OSR-sponsored activities, meetings, meeting minutes and internal operations to ensure that a high level of service to and partnership with the Fred Hutch research community is achieved and consistently maintained. The Administrative Coordinator I also provides administrative support to the Research Administration Training program. The Administrative Coordinator I administers Fred Hutch and department policies and procedures within existing framework.

 

At Fred Hutchinson Cancer Center, all employees are expected to demonstrate a commitment to our values of collaboration, compassion, determination, excellence, innovation, integrity, and respect.

 

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

Responsibilities

• Act as a liaison with Fred Hutch staff and outside individuals/organizations, answering questions and resolving problems with regard to the administration of the department. Research, prioritize, and follow up on incoming issues and concerns addressed to OSR leadership and/or requiring OSR leadership review or signature, including those of a sensitive or confidential nature. Determine appropriate course of action, referral, or response for recommendation.
• Coordinate and implement personnel administration functions including facilitating new hire onboarding, promotions and transfers, separations, professional development, and various personnel forms completion.
• Within delegated signature authority, approve non-capital budget OSR expenditures within the boundaries of the approved OSR annual budget. Monitor project budget ensuring that all financial allocations and expenditures are in accordance with established guidelines and regulations, and consulting AVP regarding over-expenditures. Perform statement reconciliation and process reimbursements.
• Coordinate and implement the distribution of new and revised Fred Hutch and department documents and notifications, posting website updates as applicable.
• Prepare documents, correspondence, slide presentations and compile documentation for meeting support and assigned projects.
• Perform administrative responsibilities including scheduling travel, meetings, events, conferences and webinars; collecting and compiling a variety of billing and statistical information; composing memos, reports and minutes; establishing and maintaining department files; coordinating department space and facilities and administer changes as required; managing acquisition, maintenance, storage, and tracking of equipment and supplies.
•  Provide administrative support to Research Administration Training program:
  • Prepare class materials;
  • Prepare training room for class (