• Administrative Coordinator I

    Job ID
    11362
    Type
    Regular Part-Time
    Company
    Seattle Cancer Care Alliance
    Location
    US-WA-Seattle
    Category
    Administrative Support
  • Overview

    The Seattle Cancer Care Alliance, located in Seattle, Washington, is part of a dynamic collaboration among three organizations known nationally and internationally for their patient care and research: Fred Hutchinson Cancer Research Center, University of Washington, and Seattle Children's. Over the past 25 years, these institutions have worked together to support their mission of adult and pediatric oncology patient care services, research and education.

     

     

    Responsibilities

    The Administrative Coordinator I is responsible for providing both administrative and program support  for a program or department. The role will perform key duties with limited supervision, have subject matter expertise for the unit they are supporting and have responsibility for the completion of key tasks in a timely and efficient manner.  The individual will serve as a key member of the department providing internal and external  meeting and committee support, budget management, creation and editing of SharePoint sites, and administrative tasks such as managing calendars, scheduling travel and serving as a primary point for contact for questions.   

     

    This position provides program support to our Volunteer Services department - coordinator of our volunteer driver program for patients, healing music program, orientation of new volunteers and volunteer communications. The administrative support is for the Volunteer Services, Housing and Family Assistance and Retail departments. 

     

    Working Hours:  8am-2:30pm M-F (30 hours per week)

    • Coordinate volunteer schedules for drivers and healing music volunteers.
    • Supervise 30-50 volunteers.
    • Receive requests from patients and families related to airport transportation needs and coordinate volunteers based on availability.  High volume of phone contact with patients and caregivers.
    • Manage billing paperwork and requisitions.
    • Edit and create correspondence, documents and presentations
    • Provide coverage for team members as appropriate for your level of responsibility
    • Identify and resolve operational problems
    • Maintain the department/program SharePoint page
    • Pull data from systems to support the creation of reports.
    • Order supplies and other required items.
    • Coordinate Community outreach and external communications.
    • Budget Tracking and reconciling of expenses.
    • Supports the budgeting process (gathering and compiling data, monitoring budget variance, and preparing reports).
    • May propose/participate/advise in the development of the program/department/unit's strategic plan.
    • Manage and triage incoming requests.
    • Serve as a point of contact for the department and liaison to other departments.
    • Review time sheets and approve as needed.

    Qualifications

    • High school diploma or equivalent required
    • Minimum of one year of relevant experience
    • Previous Volunteer Management experience preferred.
    • Customer Service Skills - this position directly interfaces with patients, families, volunteers and staff.
    • Ability to work independently and as part of a team as the situation requires.
    • Ability to work in a fast paced complex environment.
    • Critical thinking skills.
    • Ability to communicate verbally in person, on the phone, and in writing in a clear concise and professional manner.
    • Demonstrates initiative as evidenced by advancing technical skills, sharing knowledge with others, and taking on more responsibilities
    • Ability to use initiative and sound judgement in carrying out responsibilities
    • Strong organizational skills.
    • Ability to navigate team and organizational dynamics.
    • Proficient with using the MS Office Suite.  Excellent excel skills including graphing, pivot tables.   Database experience preferred, Peoplesoft FMS experience preferred.
    • Basic knowledge of medical terminology may be required for certain roles.
    • Ability to prioritize concurrent responsibilities and demands for yourself and your work team.
    • Ability to leverage resources and creatively resolve problems related to your work team.
    • Ability to interpret data.
    • Ability to listen, summarize, and document information.
    • Ability to quickly and accurately enter data via keyboard. 

    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.

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