• Administrative Coordinator II, Finance

    Job ID
    11796
    Type
    Regular Full-Time
    Company
    Fred Hutchinson Cancer Research Center
    Location
    US-WA-Seattle
    Category
    Administrative Support
  • 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 Finance department is looking for an Administrative Coordinator to drive, coordinate, manage and communicate key business processes, ensuring the effective and efficient operations of the department. The position requires providing some minimal routine administrative support to the Corporate Treasurer, Sr. Director of Financial Planning & Analysis and team, and the Administrative Manager.  You will represent the department both internally and externally and must be customer and relationship-centered, collaborative and an exceptional communicator.  You work under limited supervision on projects that are complex, specialized or confidential in nature and must use considerable judgment and initiative to achieve deadlines.

    Responsibilities

    • Actively drive completion of projects and key deliverables. Work with department leadership to develop effective tracking, communication and project management strategies.
    • Collect, track, update and report out quarterly and annual departmental strategic planning goals and operational metrics, gathering appropriate inputs and KPIs to effectively measure performance and progress to goals.
    • Participate in weekly Finance Strategy Team meeting, Financial Planning & Analysis team meeting and other meetings as requested; drive agenda development, preparation of meeting minutes, and follow up of outstanding items.
    • Redesign, lead implementation and maintain Finance department Document Library, ensuring information is accessible and up to date. Lead conversations around content and improvements.
    • Manage employee onboarding and off-boarding coordination and coordination of office moves. Redesign and maintenance of Finance department organization chart.
    • Develop and manage soft and hardcopy records file structures. Implement and adhere to Record Retention and Destruction Policies and Procedures requirements.
    • Redesign Finance department intranet website. Manage and maintain Finance, Financial Planning & Analysis, and Budgeting intranet websites and department SharePoint site including end-user security.
    • Manage and maintain fund managers' financial records, reports and statements. Monitor and manage Treasury Management inbox, disseminate and promptly respond to requests and fund managers' correspondence including disbursements and liquidation correspondence. Maintain listing of current fund managers. Manage and generate monthly reports on investments held with financial institutes. Review, track, chart and preparation of interest rates in comparison to one-month LIBOR and SIFMA indexes processing payments and journal entries. 
    • Process Foreign Account Tax Compliance Act (FACTA), Foreign Bank and Financial Accounts (FBAR) and other financial reporting and regulatory documents.
    • Manage information received from and required of Office of Chief Information Officer and fund managers' for preparation of Board of Trustees Investment Committee meetings.
    • Manage preparation and submission of quarterly and annual financial institutions' bond compliance reports and disclosures. Coordinate receipt, management and preparation of required fiscal year end Office of Chief Information Officer and fund managers' audit documentation.
    • Assist with fiscal year budgeting process including PeopleSoft department ID activation, project number and chartfields setups, and resolution of data validation issues including fund commitment control issues. Coordinate printing and publication of fiscal year Budget book. Compile documents and manage creation of fiscal year in review materials.
    • Continually assess programs, operations and workflows to identify areas in need of improvement and lead implementation of improvements and innovations.
    • Provide routine support to the Corporate Treasurer, Director of Finance and Financial Planning & Analysis team. Support may include scheduling annual budget target and submittal review meetings, annual Budget to Actual meeting series, complex meeting scheduling and determining logistics, preparation of correspondence and presentations, processing miscellaneous requests for information or signatures, distribution and processing daily mail, copying and scanning documents, faxing and distributing incoming faxes, troubleshoot office equipment issues and corporate travel planning.
    • Manage financial processes such as preparation and incorporation of changes to Cost Accounting Statement (CAS) expense reports, journal entries, monthly procurement card reconciliations, timecard reporting and effort certifications.
    • May review, route and record Attachment B Forms associated with certain Hutch-funded research activities.
    • Project management for special projects and tasks.
    • Provide administrative support to CFO during absence of Administrative Manager.

    Qualifications

    Minimum qualifications

    • Bachelor’s degree and five years of progressively complex administrative experience
    • Strong written and verbal communication skills required
    • Must be able to perform in a busy, dynamic environment, using professional concepts, sound judgment and company policies and procedures to solve routine problems
    • Proven organizational skills and attention to detail required
    • Strong computer skills with proficiency in a variety of software packages (Word, Outlook, Excel, Adobe, SharePoint and PowerPoint).

     

    Preferred qualifications

    • Prior experience in finance or accounting
    • Working knowledge of PeopleSoft is a plus.

    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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