• Administrative Assistant II

    Job ID
    12346
    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 purpose of this role is to support the Translational Research Program’s administrative team, faculty, and staff. The administrative assistant reports to the Program Operations Director and is responsible for general office support, assisting with purchasing, event management including seminars, conference room scheduling and coordinating events and travel, ensuring laboratory facility needs are met, and assisting the Program Operations Director with all HR and personnel actions. The primary goal of this role is to provide quality support to those within and outside the department and help insure that the department and lab floor runs smoothly.  The Program Operations Director may add other items to this list of duties at any time.

    Responsibilities

    Office/Lab Operations:

    • General office support including mail, maintaining supplies and other miscellaneous requirements
    • First point of contact for general department/lab floor questions/needs/services
    • basic technical support and coordination through IT
    • Submit and track facilities work orders
    • Maintain shared equipment
    • Manage department email groups in Outlook
    • Maintain program websites

    Event Management

    • Organize and schedule Seminar Series
    • Meeting, seminar, and conference bookings
    • Catering Orders
    • Organize lab floor events
    • Be a point of contact for other divisions

    Purchasing and Accounting:

    • Purchasing: purchase office supplies, coordinate special purchases
    • Manage and reconcile institutional credit cards
    • Arrange travel for faculty, staff, and visitors
    • Submit check requests and travel expense vouchers for reimbursement
    • Manage multiple budgets

    Personnel:

    • Submit HR documents
    • Complete HR processes for bringing on new employees and exiting employees
    • Support faculty and staff recruitment
    • Support for visitors and consultants
    • Remind staff when time reporting is due
    • Develop relationships with contacts in other offices for resources for questions
    • Manage floor access to badge restricted rooms and help coordinate training when required

    Administrative Assistance:

    • Support administrative team by performing clerical duties as requested.
    • Maintain and update documents
    • Assist Program Operations Director in developing tools and processes for the Program.
    • Format documents and attain appropriate signatures requested.
    • Perform data entry, maintain spreadsheets, develop new tools to assist in organization and efficiency of administrative team.

     

    Qualifications

    Required: HS Diploma

    Preferred: Associates or Bachelor’s Degree

    Two years of experience in a research and/or non- profit organization preferred. The ideal candidate would possess he the following qualities:

    • Ability to perform multiple duties received from multiple sources while appropriately prioritizing work and managing time.
    • Curiosity to explore tasks beyond immediate impacts; see process gaps and provide ideas for improvements.
    • Interact professionally with a variety of individuals, both internal and external, such as coworkers and teammates, faculty, and staff.
    • Desire to provide high level of service to faculty and staff and ability to develop and maintain positive relationships with individuals in other departments.
    • Maintain regular in-office attendance.
    • Understand, remember and follow simple and/or detailed oral and written instructions.
    • Complete assigned tasks with minimal supervision.
    • Exercise independent judgment and make appropriate decisions.

    NOTE: Submission of a targeted cover letter is strongly preferred.

    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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