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Program Assistant III, Undergraduate Research Program

Program Assistant III, Undergraduate Research Program

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. 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 Program Assistant provides administrative support for an institutional collaboration between the Fred Hutchinson Cancer Research Center and New Mexico State Unviersity, as well as the Fred Hutch Summer Undergraduate Research Program (SURP). The incumbent works under the supervision of the program’s Principal Investigator and Project Coordinator to complete routine administrative tasks in addition to special assignments as-needed.


The Partnership for the Advancement of Cancer Research (PACR) is a U54 award that supports several cancer research projects and training and outreach cores. The Program Assistant will contribute to the development, distribution, and collection of research materials among study participants and trainees, data entry and quality control, special event coordination, and support communication among faculty, staff, and trainees.


The Summer Undergraduate Research Program (SURP) is an intensive, nine-week internship designed to provide research experience and mentorship for undergraduate students representing institutions nationwide who are interested in biomedical research. The Program Assistant will support nationwide program recruitment, track and disseminate acceptance status, coordinate travel logistics among non-local interns, assemble and mail welcome packets, disseminate an Annual Training Program Follow-up survey as well as a pre- and post-survey, coordinate group social activities, and support all curricular events.


Responsibilities include: 

  • The incumbent will maintain organization of project-specific documents within the PACR and SURP program’s electronic file folders.
  • The incumbent will assist with the development and distribution of materials to promote the PACR program’s internships and training opportunities, including drafting text and selecting appropriate images for recruitment materials, handbooks, and other resources as-needed.
  • The incumbent will assist with the coordination and oversight of the SURP, including interns’ travel and housing, event orientation, networking events, social activities, a competitive poster session, and other tasks as-needed.
  • The incumbent will prepare, submit, and track travel reimbursement requests on behalf of U54 faculty staff and SURP interns. The incumbent will also support budgetary tracking for numerous funding sources.
  • The incumbent will assist with coordinating the U54 Internal Advisory (IAC) and Program Steering Committee (PSC) meetings, including the distribution of review and evaluation materials and meeting minutes.
  • The incumbent will assist in coordinating partnership visits between NMSU faculty and Fred Hutch faculty. This includes securing aifare and ground transportation arrangements, hotel accomodations, scheduling appointments, preparing a meeting itinerary for guest faculty, sending meeting reminders, and escorting guests to appointments.
  • The incumbent will maintain the PACR and SURP websites and update web content on an as-needed basis. The incumbent will also maintain various databases in support of the PACR and SURP.
  • The incumbent will assist with the preparation of annual progress reports, Institutional Review Board (IRB) submissions, and other data requests as-needed.
  • The incumbent will assist with the submission and processing of Fred Hutch Internship Scholarship applications.
  • The incumbent will organize and maintain EndNote libraries and my NCBI bibliographies as needed.
  • The incumbent will organize and maintain inventory of SURP materials, including kitchen kits, fans, tabletop sign holders, brochure holders, clipboards, Fred Hutch logo items, and other supplies.  
  • The incumbent will process participant folders containing study documents, enter participant information into a tracking database, and conduct quality checks on study documents and the tracking database. This requires knowledge of SurveyMonkey, MS Excel and Access Database.
  • General administrative duties to be completed by the incumbent include: drafting and processing correspondence and reports, proof-reading materials, data entry, management, and coding, scheduling appointments, and relaying feedback and information to project staff and program personnel as appropriate.
  • The incumbent will perform other duties as assigned.


Minimum qualifications

BA/BS in a related field of study. Minimum of three years experience in program specialty or a related field. Must have a reliable car and be available to work some evenings and weekends.


Preferred qualifications

Ability to work independently as well as within a team, highly dependable, excellent attention to detail, strong organizational skills, proficiency with general office skills (i.e. experience in an IBM PC environment; proficient with MS Word, Excel, and ACCESS, filing, phone etiquette), and written and verbal communication skills.

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.