Administrative Manager I - Event Planning

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. 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.

 

The Administrative Manager I (Events) is a key operational role within the Basic Sciences Division. This position is responsible for the end-to-end coordination and execution of a robust calendar of academic and social events. The ideal candidate will possess exceptional organizational skills, close attention to detail, and the ability to manage multiple complex projects simultaneously. This role partners closely with faculty, trainees, and administrative staff to ensure seamless event experiences that support the division’s research and community-building goals.

 

This is a hybrid position and requires candidate to be on campus four days a week. 

 

To be considered for this role, please submit cover letter with resume.

Responsibilities

Event Planning & Coordination

• Seminar Series Management: Lead the coordination of the weekly division seminar series, including speaker invitations, scheduling, travel/lodging arrangements, trainee lunch coordination, and room/catering logistics.
• Internal Seminar Oversight: Facilitate the Friday Afternoon Seminar series, managing scheduling, internal communication, and day-of operational support.
• Annual Division Events: Plan and execute the Annual Division Retreat, including venue procurement, contract management, coordination of all logistics, and serve as the day-of onsite contact. 
• Large-Scale Community Events: Coordinate division-wide celebrations, including holiday events and faculty award ceremonies. 
• Symposium & Recruitment Support: Provide project management for the Weintraub Symposium and Postdoc Recruitment Symposiums, handling speaker travel, registration systems, marketing materials, and program execution.
• Informal Seminar Support: Partner with Research Administrators (RA) to manage logistics for informal seminars, including room reservations, publicity, and catering.

Administrative & Financial Operations

• Budget Management: Act as the primary steward for specific division event budgets (e.g., Seminar/Education and Retreat funds), ensuring expenditures align with financial guidelines.
• Procurement & Compliance: Reconcile division event ProCards, manage speaker honorarium and reimbursement processes, and secure necessary event permits (e.g., banquet permits).
• Communication & Marketing: Create and disseminate promotional flyers, invitations, and event notifications across the division and Center.
• Content Management: Maintain and update the Basic Sciences Division website with current event information.
• Collaborative Support: Act as a backup for day-of event hosting and set-up; supervise and delegate specific task lists to the Administrative Coordinator I as needed.
• Supervision & Mentorship: Provide strong leadership and guidance to the Administrative Coordinator I. Delegate event-specific tasks, oversee workflow distribution, and provide day-to-day mentorship to ensure high-quality service delivery.

Qualifications

MINIMUM QUALIFICATIONS:

• Requires Bachelor’s Degree and three years of administrative management or relevant experience OR equivalent education/experience.

PREFERRED QUALIFICATIONS:

• 3+ years of experience in administrative management, event coordination, and/or project management, preferably in an academic or research environment.
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