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Administrative Coordinator

Administrative Coordinator

Job ID 
10874
Type 
Regular Full-Time
Company 
Fred Hutchinson Cancer Research Center
Location 
US-WA-Seattle
Category 
Administrative Support

More information about this job

Overview

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. Fred Hutch’s pioneering work in bone marrow transplantation led to the development of immunotherapy, which harnesses the power of the immune system to treat cancer. An independent, nonprofit research institute based in Seattle, Fred Hutch houses the nation’s first and largest cancer prevention research program, as well as the clinical coordinating center of the Women’s Health Initiative and the international headquarters of the HIV Vaccine Trials Network. Careers Start Here.

 

The Administrative Coordinator administratively supports the BD&S team, and represents the entire BD&S office in interactions both internally and externally.  Must be customer and relationship-centered, collaborative and an exceptional communicator.  Provide comprehensive administrative support including complex written correspondence, meeting planning, travel plans, routine and special event coordination, budgeting, supply management, operations support, and calendaring for the BD&S Directors and team, as needed.  Fluid management of projects assigned or proactively sought is critical.  Must be able to anticipate needs, clear obstacles, and identify and take ownership of projects that need to be done.

Responsibilities

Scope of Responsibilities:

 

The incumbent reports to the Administrative Manager, BD&S and works independently in performing responsibilities.

 

Duties and Responsibilities:

  • Provide office coordination and general support to the Office of BD&S while acting as the primary contact person for all internal and external inquiries
  • Manage confidential information and directing of administrative workflow
  • Provide comprehensive administrative support to the Directors, which includes composing documents, reports, and complex written correspondence; extensive calendaring; coordinating meeting and event planning for both internal and external Fred Hutch events; travel arrangements; clerical duties; and call management
  • Coordinate logistics for special events, seminars and site visits with industry and collaborative partners; communicate with multiple stakeholders and departments and coordinate complex scheduling related to these events
  • Coordinate internal Fred Hutch seminars and events
  • Manage travel planning and back-end financial reconciliation related to travel expenses across the BD&S team
  • For significant events and meetings, including on-site and off-site:
  • Develop and manage own event timelines. Assist BD&S staff on higher profile events to maintain timelines for those events.
  • Manage all aspects and details of own events from conception to completion. Project manage aspects of larger events (i.e. registration and seating for events), and assist BD&S staff wherever needed.
  • For onsite meetings / events: Coordinate day of event logistics – from set up and registration to troubleshooting throughout event to post event clean up and follow-up communications.
  • Act as backup contact for BD&S staff
  • Approve monthly departmental requirements, including Time and Effort payroll information
  • Reconcile monthly procard statement expenses
  • Purchase equipment and supplies for the department, obtain estimates as required and perform inventory control duties; work with purchasing department as required.
  • Other administrative duties, as assigned

Qualifications

Bachelor’s degree and minimum of two to three years experience in event coordination.  Training and experience in the management of volunteer programs preferred.  Must have excellent interpersonal communication skills.  Must be able to work effectively on concurrent, diverse projects.  Must be able to work under the pressure of deadlines and maintain attention to detail.  Must be able to work nights and weekends as required by special events.

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 escmail@fredhutch.org or by calling 206-667-4700.