• Administrative Coordinator I

    Job ID
    13752
    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 Coordinator works with both the Office of Research Administration & Faculty Affairs and the Fred Hutch/University of Washington Cancer Consortium teams and will help plan, coordinate, and implement administrative activities with general direction and guidance.

     

    Supporting ongoing activities and projects, the Administrative Coordinator will interact closely with the leaders overseeing four areas: the Cancer Consortium as well as Fred Hutch’s faculty affairs, research development, and research administration. Within a team environment, the incumbent works both collaboratively and independently in performing responsibilities. Judgment is used daily in interpreting policy, representing the Consortium Administrator, interacting with internal and external constituents, and working with large amounts of data. The position is embedded in a fast-paced setting with high demands balanced by a collegial atmosphere and wide opportunities for learning. The Administrative Coordinator reports directly to the Fred Hutch/UW Cancer Consortium Administrator with indirect supervision from the Executive Assistant when working on research administration and faculty affairs related projects and activities.

    Responsibilities

    The Fred Hutch/University of Washington Cancer Consortium (50% FTE)

    • Perform administrative duties such as records maintenance and calendar management with various individuals and organizations.
    • Manage the Consortium membership application approval process and database.
    • Monitor the Consortium email inbox, triage requests for information, and respond to inquiries when appropriate.
    • Acts as the logistical coordinator for Consortium-related events and meetings with internal and external attendees, including group meetings, mini-conferences, External Advisory Board meetings, and up to 10 Consortium Research Program retreats per year. Activities involve selecting venues and booking space and catering, managing listservs, making travel arrangements, submitting travel reimbursements, collating meeting packets, and staffing the meetings, as appropriate.
    • Coordinate Consortium grant competitions, including inviting reviewers, coordinating reviewer meetings, receiving applications, distributing application assignments to the reviewers, and collecting and assembling ratings. Assist with document collection and tracking for the annual progress report.
    • Gather and compile data for grant proposals and reports in a time-sensitive manner and ensure attention to detail and actions completed.
    • Coordinates personnel support functions and general office operations including sourcing supplies and resources, tracking and reconciling expenses for faculty and staff (e.g., Procards, travel expenses), and addressing computer needs and basic technical support at the direction of the Consortium Administrator.
    • Assists with maintenance of the Consortium website and regular publication of an e-newsletter.
    • Other special events, projects, and tasks as assigned.

    Office of Research Administration & Faculty Affairs (50% FTE)

    • Assist the Senior Manager, Research Development Services with planning and program development for central resources and services for grantsmanship and professional development activities in coordination with others (Divisions, Office of Sponsored Research, Human Resources, Office of Scientific Career Development, etc.). This includes developing and maintaining content and materials for a central website and funding opportunities portal, coordinating the Awards & Prizes nomination process and internal and collaborative grant award opportunities.
    • Assist the Executive Assistant with maintaining research administration and faculty affairs related documents, materials, and databases as well as other special projects as assigned. Provide back-up support for the Vice President, Research Administration & Faculty Affairs when the Executive Assistant is out or not available.
    • As needed, help manage calendars and scheduling for special or larger meetings and events for the Associate Vice President for Research Administration & Faculty Affairs, Senior Director, Research Administration, and Senior Manager, Research Development Services. On a daily basis, monitor the shared email accounts for Research Administration and Faculty Affairs and respond to or triage inquires as needed.
    • Process travel plans and expense reimbursements for the Office of Research Administration & Faculty Affairs staff, including coordinating, entering, and tracking purchases, ensuring operation within allocated funds. Assist with purchased services/consultant contracts and purchase orders, invoices and other payments to vendors as needed.
    • Manage acquisition, maintenance, storage of the Office of Research Administration & Faculty Affairs equipment and supplies. This include providing technical troubleshooting for equipment issues (computers, printers, copier, etc.) and software. Collaborate with IT Helpdesk to resolve more complex equipment issues. On occasion, provide technical assistance set-up and support for team meetings and events.

    Qualifications

    Minimum requirements:

    • Bachelor’s degree or equivalent experience
    • 5+ years progressively complex administrative work
    • Intermediate knowledge of Microsoft Outlook and Excel are essential, as well as strong working knowledge of Microsoft Word, PowerPoint, SharePoint
    • Ability to manage time-sensitive projects and confidential information
    • Experience organizing and maintaining filing systems, both paper and electronic
    • Excellent verbal and written communication skills and high degree of professionalism
    • Positive attitude, strong representative of the Consortium and Fred Hutch leadership teams, capacity to learn quickly and work well under pressure

     

    Preferred qualifications:

    • Customer service experience
    • Comfortable proactively taking initiative; strong accountability and follow-through skills
    • Basic information technology expertise (hardware and software)
    • Previous experience in non-profit, research, or academic settings
    • Previous experience supporting an executive leader or office

    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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