Administrative Assistant I

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 Assistant I works independently to perform administrative duties of a complex and specialized nature for key leaders of the Director’s Office. Judgment is used daily in representing the Director’s Office team, interacting with Fred Hutch staff, external organizations, the public and working with sensitive and confidential information. 

This is an in-person, on-campus position that will require in-office presence between 8:00AM – 4:30PM at the Fred Hutch South Lake Union campus in Seattle, Washington.

Responsibilities

• Reception: Front desk management, answer phones, greet guests and support efficient meeting transition for 13+ executives located in the Director’s Office Suite.
• Office administrative support: Perform administrative duties including but not limited to office organization, inventory management, signature requests, records maintenance and electronic file maintenance. Purchase equipment and supplies for the department, obtain bids as required and perform inventory control duties; work with purchasing department as required.
• Shared Email Inbox Management: Sort, file and route, as appropriate, inquiries sent to the Director’s Office shared inbox. Activities include soliciting additional information, providing standard responses, routing to appropriate stakeholders for follow-up action, filing, and tracking resolution.
• Routine Budgetary Work: Manage routine ProCard reconciliation of department ProCards, liaise between Director’s Office and Accounts Payable for payment of invoices, maintain internal tracker for department expenses. Manage subscriptions, licenses, and memberships.
• Meeting & Event Support: Provide support for department-hosted events, including scheduling, room reservations, catering reservations, coordination with vendors, on-site support (AV, catering, presentation materials, etc.), clean-up, and expense management. 
• Special Projects: Perform special projects for the department as needed. Examples include maintaining website, planning department luncheons
• Support to the Executive Manager & Director’s Office Administrative Team: Daily communication with the Executive Manager, back-up for administrative needs of the office, drafting daily and travel itineraries, etc.
• Perform projects specific to the department and other duties as assigned.

Qualifications

MINIMUM QUALIFICATIONS:

• High school diploma or equivalent
• Minimum of three years progressively complex administrative experience including strong Microsoft Office suite and word processing skills -- especially Microsoft Word, PowerPoint and Excel
• Clear communicator with excellent customer service skills
• Able to rapidly prioritize and respond to incoming requests
• Detail-oriented with strong organizational skills

PREFERRED QUALIFICATIONS:

• Experience with Microsoft Teams or SharePoint is a plus
• Demonstrated ability to prioritize and manage time-sensitive tasks, projects, and workflow in a fast-paced environment
• St