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Program Assistant, HVTN

Program Assistant, HVTN

Job ID 
Regular Full-Time
Fred Hutchinson Cancer Research Center
Administrative Support

More information about this job


Cures Start Here. At Fred Hutchinson Cancer Research Center, home to three Nobel laureates, interdisciplinary teams of world-renowned scientists seek new and innovative ways to prevent, diagnose and treat cancer, HIV/AIDS and other life-threatening diseases. The Center’s five scientific divisions collaborate to form a unique environment for conducting basic and applied science. Vaccine and Infectious Diseases Division (VIDD), works to eliminate or minimize the impact of globally significant infectious diseases. Within VIDD is the Statistical Center for HIV/AIDS Research & Prevention (SCHARP) which provides statistical support and data management to researchers worldwide in the fight against HIV/AIDS with active studies in the U.S., Africa, Latin America, Asia and Europe. Join us and make a difference! Careers Start Here.


The HIV Vaccine Trials Network (HVTN) is the world’s largest publicly funded multi-disciplinary international collaboration facilitating the development of vaccines to prevent HIV/AIDS. The HVTN conducts all phases of clinical trials, from evaluating experimental vaccines for safety and immunogenicity to testing vaccine efficacy.


The Program Assistant supports the administrative functions for the HVTN Leadership Operations Center which is housed in the Vaccine Infectious Diseases Division (VIDD) of the FHCRC. The incumbent works under the supervision of the HVTN Administrative Manager. 


  1. Performs general administrative duties: office organization, records maintenance and coordination of functions with various individuals and organizations, liaises with IT and Facilities to identify and resolve problems.
  2. Provides general administrative and secretarial support for HVTN Core including: preparation of correspondence, gathering and compiling data for reports, arranging meetings, reserving meeting rooms, preparing agendas, basic IT/troubleshooting issues, and other projects or tasks as assigned. Also responsible for the HVTN Bi-weekly update: solicits updates from each group, compiles/edits/formats, distributes and posts online.
  3. Supports the Clinical Development team with: coordination of the Directors calendar, coordination/support of F2F meetings, and support of other projects and meetings as needed.
  4. Arranges multiple-day face-to-face protocol meetings; including inviting guests, validating travel requests, ordering catering, reserving meeting rooms and providing general support throughout the meeting as required.
  5. Coordinates the submission of protocol documents for translation by serving as a liaison between HVTN Staff and external translation companies to obtain translation cost estimates as well as negotiating translation agreements.
  6. Purchases equipment, software, and supplies for the program; perform inventory control duties; work with purchasing department as required.
  7. Codes invoices for payment out of the appropriate budget, ensuring that vendors are paid promptly and accurately, and maintaining files and documentation for expenses.
  8. Collects, catalogs and ships manuals and other promotional materials to sites as necessary.
  9. Provides on-site logistical and administrative support for HVTN Conferences and other meetings.
  10. Coordinates conference calls: sends out announcements, assists with ReadyTalk calls, solicits agenda items, works with BroadData to schedule new ad hoc and recurring calls, and keeps calendar updated.
  11. VISP Counselor assists trial participants with testing; including completing intake form for participant, sending out test kits, scheduling the test, follow-up (test results), and billing.
  12. Travel backup (as needed: requests and approves itineraries/tickets, processes travel reimbursements, and creates and distributes visa letters for international guests.
  13. Protocol Allocation: creates/distributes site announcement memos and posts online, updates Protocol Database with new sites, schedules/attends meetings for Protocol Allocation Committee, and creates email alias lists for each protocol.
  14. Chair/co-chair meeting: schedules chair/co-chair meetings as needed, drafts and send invites to potential chairs/co-chairs of protocols.
  15. Member of Cultural Responsiveness Planning Council: assists in the design and implementation of workshops for HVTN staff including scheduling rooms, attending and participating in planning meetings, setup and tear down of workshop, and catering.
  16. Directory backup creates new users/aliases, updates email alias lists, updated Protocol Database.
  17. HVTN Members Site Support (as needed): Creates/deletes/updates user accounts, troubleshooting
  18. Member of Core Portal Refresh Group executes document/site section updates, posts “Friday funny” weekly, Core insider interviews (quarterly), phone list update (quarterly or as-needed), and other updates/support as needed.
  19. “Owner” of the Operations Unit FHCRC Procard. Utilizes Procard as necessary for unit/LOC requirements. Account codes and reconciles the Procard monthly for review and approval by Fiscal Manager.
  20. Other duties (as needed): updating emergency maps, creating presentations, updating Core documents, creating graphics (usually for the Exec. Assist to HVTN Director), maintains Safety Phone calendar and forwards phone numbers, and special projects for the Director of Clinical Development, etc.


The ideal candidate will possess the following qualifications:


Bachelor’s degree is required.

  • Minimum of two years of program administration experience in research, academic setting, or public health setting and experience in public health and/or community health and an interest in HIV/AIDS is desired.
  • Excellent written and verbal communication skills, ability and interest to work with people from diverse backgrounds.
  • Superior organizational skills, a demonstrated ability to handle multiple priorities effectively, and strong attention to detail.

Our Commitment to Diversity

We are committed to cultivating a workplace in which diverse perspectives and experiences are welcomed and respected. We are proud to be an Equal Opportunity and VEVRAA Employer. We do not discriminate on the basis of race, color, religion, creed, ancestry, national origin, sex, age, disability, marital or veteran status, sexual orientation, gender identity, political ideology, or membership in any other legally protected class. We are an Affirmative Action employer. We encourage individuals with diverse backgrounds to apply and desire priority referrals of protected veterans. If due to a disability you need assistance/and or a reasonable accommodation during the application or recruiting process, please send a request to our Employee Services Center at or by calling 206-667-4700.