• Administrative Manager II

    Job ID
    12336
    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 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 Administrative Manager position resides in the Vaccine and Infectious Disease Division (VIDD) of Fred Hutch and is responsible for the planning, coordination, and implementation of administrative functions for the Statistical Center for HIV/AIDS Research and Prevention (SCHARP). This position supports the Program Operations Director for the Biostatistics, Bioinformatics and Epidemiology (BBE) Program and the Director of SCHARP. This position reports to the BBE Program Operations Director.

    Responsibilities

    Manages all administrative operational activities in support of SCHARP.  Assists Program Administration in the development and implementation of procedures related to SCHARP’s operational and administrative activities. Directly supervises SCHARP administrative staff. Partners with the SCHARP Senior Management Team (SMT) to oversee and manage the administration of ~140 staff.

     

    • Provide administrative support to the BBE Program Operations Director, Director of SCHARP and the SCHARP SMT, including but not limited to:
      • Manage SMT meetings through the development of weekly agendas and tracking identified action items from one meeting to the next
      • Update and appropriately communicate any modifications or changes to SCHARP’s organizational chart and structure
      • Identify and develop any required updates to existing policies and procedures, as needed
      • Lead the Community Group’s monthly meetings and assist in the planning, budgeting and overall coordination of the Group’s activities and celebrations
      • Serve as focal point for space and office planning and utilization through ongoing evaluations of current and future program needs
      • Participate in leadership and strategic discussions at BBE Program Management meetings
         
    • Partner with the BBE Grants & Contracts team and the BBE Finance Team to provide research administration and financial-related responsibilities that include, but are not limited to:
      • Manage travel and development budget
      • Oversee salary adjustment plan budget, including equity adjustments, deferred merit increases, and promotions
      • Support the fiscal management process through collaboration with Business Analytics team
      • Submit subcontracts and create monthly reports for invoicing
      • Manage and track large office equipment, such as laptops, monitors, office furniture
      • Assist with preparing and supporting quality audits through reviews of administrative data and information
         
    • Serve as focal point for HR-related activities across SCHARP, including but not limited to:
      • Generate and track all HR change action forms
      • Ensure comprehensive onboarding and off-boarding plans are in place and fully executed for all new or outgoing staff
      • Validate and update data to ensure alignment between SCHARP systems and Fred Hutch’s HR Information Systems
      • Support the Director of SCHARP, the SMT and VIDD’s HR Business Partner with instituting and completing any required HR-related processes, such as performance improvement plans, annual merit increase allocations, etc.
      • Provide orientations to SCHARP staff and scientific support staff associated with faculty including long- or short-term faculty visitors, post-docs, statistical programmers, research assistants or other academic staff
         
    • Contribute and advise on the knowledge management strategy for BBE and SCHARP Admin that includes the utilization of SharePoint, Slack, file repositories, intraweb, etc.
    • Train and mentor administration and Executive Assistant staff within BBE Admin and SCHARP
    • Identify best practices across the portfolio of work within BBE Admin and work to institute appropriate change initiatives
    • Assist SCHARP, BBE Admin, and faculty with special projects, as needed.
    • Perform backup to Administrative Services staff and other responsibilities as required.

    Qualifications

    Minimum qualifications

    • AA in relevant discipline and minimum of 5-7 years progressively complex administrative experience, or bachelor’s degree in relevant discipline and at least 4-5 years of experience
    • Advanced knowledge of Microsoft Outlook, Microsoft Word, Excel and Powerpoint
    • Experience in planning events
    • Experience with the budget process and/or developing financial reports
    • Exceptional organizational skills and proven attention to detail
    • High degree of professionalism
    • Excellent written and verbal communication skills and ability
       

    Preferred qualifications

    • Knowledge or spirit of inquiry for continuous performance improvement
    • Experience supporting senior leadership in academic environments
    • Experience using Sharepoint and web conferencing platforms
       

    Key Skills and Abilities

    • Comfortable working in a fast-paced and complex environment
    • Problem-solver and ability to jump in and help out as needed
    • Flexibility and adaptability
    • Ability to think critically, work independently, and act as a team member
    • Ability to multi-task in a fast-paced environment
    • Ability to effectively partner with teams and individuals with diverse skillsets
    • Outstanding interpersonal skills
    • Strong communications skills
    • Solid integrity
    • Positive attitude and sense of humor

    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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