• Administrative Assistant II, Global Oncology

    Job ID
    12546
    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.


    Global Oncology, a program of the Vaccines and Infectious Diseases Division at Fred Hutchinson Cancer Research Center, has a mission to reduce the global burden of cancers, especially in low and middle-income countries, through the advancement of research and the development of new low-cost prevention and treatment strategies. A cornerstone of the program is a decade-long alliance with the Uganda Cancer Institute (UCI) that advances research, capacity building, and cancer care.


    The Administrative Assistant position directly supports two to four Global Oncology Faculty with an emphasis on the Global Oncology Deputy Head and will contribute to exemplary administrative support services for the entire Global Oncology program. This position reports to the program’s Operations Manager.

    Responsibilities

    • Provide Administrative support to Global Oncology Program Faculty including but not limited to:
      • Schedule meetings and appointments, including addressing a high degree of complexity across multiple time zones. Arrange meeting rooms and perform setup duties. Assist in development of agendas and meeting materials as well as documenting and distributing meeting notes and actions items as requested
      • Coordinate complex domestic and international schedules and travel arrangements
      • Coordinate meetings and events, including agenda preparation, conference room reservations, AV and IT preparation, and catering as relevant
      • Organizing, prioritizing and appropriately handle time-sensitive, confidential information while ensuring action/attention required is addressed
      • Facilitate signatures on documents and letters as required
      • Maintain system for electronic storage and retrieval of documents
      • Ensure that faculty expense reimbursement and credit card reconciliations are completed in a timely manner
      • Maintain and update Faculty CVs, as time allows and as requested
      • Track publications and update citations
      • Support the Global Oncology program in new faculty recruitments, in coordination with the division faculty affairs offices. Coordinate and ensure smooth faculty recruit visits.
      • Compose and edit correspondence, meeting notes, and action items, as requested
      • Assist with administrative tasks for grant submissions, including tracking major deadlines
    • Contribute to coordinated administrative support and communications to the Program
      • Order and maintain basic office supplies and coordinate the purchase of special requests as needed
      • Assist with the development of administrative assistant/support standards and systems
      • Contribute to SharePoint site related to administrative support, as relevant
      • Ensure that all supported faculty and senior leadership complete time reporting and effort reporting for themselves (as required) and their direct reports by or before the published deadlines
      • Maintain inventory of GO sensitive equipment (computers, mobile phones, etc.)
    • Assist with special projects as requested
    • Other duties as assigned

     

    Qualifications

    Key Skills and Abilities:

    • Comfortable working in a fast-paced and complex environment
    • Strong organizational skills
    • Strong computer and word processing skills and proficiency with a variety of software packages including Microsoft Outlook, Word, Excel, Power Point, SharePoint, Skype and WebEx or another online meeting and document sharing tool
    • Flexibility and adaptability
    • Resourcefulness
    • Careful attention to detail
    • Ability to liaise with international partners across time zones with respect and diplomacy
    • Ability to thrive in a cross-cultural environment
    • Ability to work independently and in teams
    • Outstanding interpersonal skills
    • Strong communications skills
    • Solid integrity
    • Positive attitude and sense of humor

     

    Required qualifications:

    • Bachelor’s degree or 4+ years of relevant work experience
    • Significant meeting scheduling and coordination experience
    • Ability to plan and anticipate program needs

    Preferred qualifications:

    • Experience working with international collaborators
    • Experience supporting senior leadership with multiple affiliations
    • Experience working with medical and/or research professionals/faculty

    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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