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Administrative Assistant II

Administrative Assistant II

Job ID 
11062
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 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

 

POSITION: Administrative Assistant II, Communications & Marketing Department

 

FLSA:  Non-Exempt

 

SUMMARY:

Reporting to the Executive Assistant to the Vice President of Communications & Marketing, the Administrative Assistant independently performs a range of administrative duties, including those of a complex, specialized or confidential nature, for the Communications and Marketing Department and the Office of the VP.

Responsibilities

SCOPE OF RESPONSIBILITY:

The incumbent works independently in performing numerous and varied administrative responsibilities under the Office of the VP.  Apply sound judgment in interpreting policy, representing the department, interacting with staff and contacts outside the organization, and in working with highly sensitive or confidential information.

 

JOB DUTIES:

  1. Under the supervision of the Executive Assistant, perform administrative duties in support of Communications and Marketing and the Office of the VP, to include:
  • Director-level calendar management
  • Management of on-boarding and off-boarding C&M staff
  • Inventory management and fulfillment support for Fred Hutch-branded merchandise (part of managing supply room responsibility already listed)
  • Weekly operational oversight of Fred Hutch Visitor Center, including supply restocking, maintenance oversight and cataloguing of visitor interactions
  • Maintain marketing budget tracking and invoice submission and reconciliation
  • Prepare weekly media highlights
  • Daily distribution of mail and package notification
  • Interaction with the public/community (manage communications@fredhutch.org, phone calls transferred from reception desks, including patients, donors, you name it) and Fred Hutch community (speaking for department, directing people as appropriate)
  • AEM (or content management systems to assist or serve as a backup in maintaining our department’s section on CenterNet
  • Phone coverage for EA and VP in EA’s absence
  • ProCard reconciliation for C&M department (director-level down)
  • Act as a Help Desk liaison for troubleshooting technical issues for C&M
  • Office organization to maintain tidiness in shared workspace, supply room, etc.
  • Back-up support in management of the intake process
  • Maintain printers and digital monitors
  • Departmental supply ordering & inventory control
  • Maintain newspaper and other subscriptions
  • Hang flyers for center-wide functions, i.e., Town Hall, etc.
  • Miscellaneous projects, with EA’s review and approval
  1. Support meeting logistics, including:
  • Conference room reservations on EMS
  • Order catering, if required
  • Agenda prep assistance, meeting documentation, presentation preparation, recording minutes, etc.
  • Represent C&M and the Office of the VP to various individuals and organizations
  • Interact with department leadership and other colleagues to ensure that workflow and communications are handled effectively
  • Coordinate all aspects of travel (international/domestic) logistics including travel packets, detailed itineraries, conference applications, and reimbursements for C&M staff
  • Screen, direct, and respond to incoming calls and inquiries
  • Provide coverage for the Office of the VP in the EA’s absence
  • Interpret and apply administrative policies, ensure that policies are followed within the office to protect sensitive or confidential information
  • Perform other duties as assigned

Qualifications

 

MINIMUM QUALIFICATIONS:

  • Bachelor's degree.
  • Minimum of three years’ administrative support experience. Additional experience may substitute for educational requirement.
  • Administrative support experience at an intermediate or higher level, with preference for experience supporting senior leaders.
  • Highly proficient with MS Office applications, including Outlook, Word, Excel, Visio and PowerPoint.
  • Experience with Asana and other task/project management tools to be available to help support teams with task creation and/or as support.
  • Well organized, able to multi-task, have strong attention to detail and effective at prioritization and proactive communications.
  • Demonstrated experience taking initiative, accommodation of different work styles, a self-starter, able to work independently and address urgent issues.
  • Positive attitude, capacity to learn quickly and work well under pressure.
  • Ability to change priorities in response to changing work situations.
  • Ability to work with distractions and interruptions.
  • Ability to handle sensitive information.
  • Strong team player, professional demeanor, collaborative work style.
  • Excellent communication and interpersonal skills.
  • Conversant in online and offline marketing principles and earned and social media’s function within mix of paid, earned, shared and owned channels for optimal impact and audience engagement.
  • Analytically minded approach and good problem-solving skills, coupled with creative orientation.
  • Excellent judgment and ability to act independently and decisively with urgency in the face of internal and external change and crises.
  • Comfort level working at all levels of organization and with diverse group of stakeholders and knowledge base

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.