Provide senior level administrative management support to the Senior Vice President and Director of the Clinical Research Division at the Fred Hutchinson Cancer Research Center (FHCRC), the President and Executive Director of the Seattle Cancer Care Alliance (SCCA) as well as the Division Head of Medical Oncology in the Department of Medicine at the University of Washington.
In addition, the administrative manager supports this individual’s extensive outside ancillary activities, which includes executive leadership roles within 12 NCI-designated external advisory boards of medical institutions within the United States as well as executive leadership roles within four scientific advisory boards of four national cancer charities, and leadership roles in voluminous and highly regarded industry organizations such as NCI, NIH, ASCO, AACR.
This role is also responsible for overseeing the management and coordination of this individual’s extensive calendar activities, travel management and expense reimbursement activities, grant management activities, publishing activities and development activities. The position will report to the Senior Vice President with a dotted line to the Senior Operations Director, Clinical Research Division.
· Provide administrative management support of executive’s daily office processes and procedures to ensure consistent and efficient workflow and communication. Develop new and revise existing procedures to ensure quality and consistency.
· Meet daily with executive to ensure priorities are being addressed consistently
· Provide senior level administrative management support of executive’s daily calendar via Microsoft Outlook. This responsibility requires interacting with high levels of confidentiality, discretion and professionalism while interacting within multiple levels of executive C-Suite level management of educational institutions, industry-related organizations, consultancies and non-profits as well as their respective administrative teams located within the United States and internationally.
· Manage the daily flow of written correspondence in/out of the executive’s office. This includes but is not limited to, reviewing, editing, managing revision process of a variety of correspondence and reports on behalf of executive and can include all types of communications from letters of support/recognition for faculty, emails, reports, etc. Responsible for accuracy and appearance of final documents.
· Manage extensive schedule of both domestic and international travel for over 35 trips per year. This includes but is not limited to, researching flight availabilities, securing hotel and airline reservations, securing town car reservation, developing itineraries for all travel.
· Manage expense reimbursement process for multiple expense products (charge cards, check requests, etc.) for extensive travel schedule to ensure that all expenses are appropriately charged and reimbursed to applicable cost centers, grants, etc. as well as personal reimbursements.
· Manage and coordinate with SCCA breast cancer clinic staff, executive’s weekly and monthly patient meeting schedule to ensure patients are appropriate accommodated given executive’s non-clinic schedule.
· Manage the faculty review process with regard to calendaring and documentation development and distribution processes.
· Mange the interview process for new faculty candidates throughout the Fred Hutch, UW and SCCA systems. This includes itinerary development as well as coordinating with HR for candidate’s hotel, air and ancillary meetings (real estate, banks, etc.).
· Manage slide repository of executive’s slide presentations.
· Project management of the BIG/NABCG annual meeting for 2017, 2018 and every other year after 2018 in Chicago. This includes but is not limited to budget development, and management of all expenses as well as reimbursements for
· Serve as administrative liaison on behalf of executive to clearly, concisely and professionally communicate priorities, organize meetings and secure documentation from faculty and administration of Fred Hutch, SCCA and UW Medical Oncology.
· Manage all Quarterly Clinical Research Division Faculty Meetings. This includes ensuring meeting room and AV is secured, develop and distribution of flyers as well
· Manage presenter schedule and documentation receipt/distribution for bi-weekly Clinical Investigator’s Meeting (CIM). This includes but is not limited to working with the CIM Chair as well as CRD faculty members, assistant members and associate members to secure presentation dates, protocol and consent documentation as well as voting form distribution to attendees. Ensure chair has identified and secured reviewers for each meeting. Work with event services to ensure that meeting room is secured one year in advance for a full year’s worth of meetings.
· Manage, coordinate and staff, as requested, high-level meetings. Responsible for developing/compiling the agenda, arranging speakers, coordinating technical support, room requirements, catering, taking detailed meeting minutes, securing review and editing of minutes as well as distribution of finalized minutes.
· Manage the executive’s reference database, professional CV’s, NIH biosketches, other support information, manuscripts and other documentation. Ensure that all information is current and complete.
· Manage special projects and acts as liaison with Center staff and outside individuals and organizations, answering questions and resolving issues with regard to executives various areas of responsibilities.
· Prepare and coordinate transcription of a variety of dictations developed by executive.
· Work with clinic faculty and staff to identify and secure appropriate clinic appointments for patients in coordination with executive’s administrative commitments and assist with special projects and act as a liaison with Center staff and outside individuals and organizations, answering questions and resolving issues with regard to the administration of the executive’s office.
Undergraduate degree and at least 5-7 years in a similar capacity, serving the needs of a senior executive within the context of a research, clinical, and/or academic environment.
Demonstrated experience related to management and 'handling' of highly confidential information and ensuring that information is maintained in a confidential manner.
Demonstrated experience and philosophy relative to working in a collaborative and teamed work environment, serving the needs of the senior executive and working with key division staff.
Strong and thoughtful communications, both oral and written.
Experience working with all levels of research faculty, and staff, within the context of a research and clinical environment.
Demonstrated professionalism to ensure that all people are treated with dignity and respect at all times.