• Administrative Coordinator II

    Job ID
    13812
    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.


    Fred Hutch Integrated Research Centers (IRC) are designed to accelerate discovery by promoting cross-disciplinary and cross-divisional collaboration in research areas where there is great potential for the Hutch to have transformative impact. The centers are complementary to the Hutch’s scientific divisions, leveraging existing expertise and resources while helping to enable growth in highly competitive, high-priority areas.


    Fred Hutch created the Immunotherapy IRC (IIRC) in April 2016, followed by the Pathogen-Associated Malignancies (PAM IRC) in 2017 and the Translational Data Science IRC (TDS IRC) in early 2019. Each IRC has a faculty member who serves as the Scientific Director. The Center provides administrative support to the IRCs through a single administrative structure that is led by the Associate Vice President of Interdisciplinary Scientific Administration.

     

    Main areas of focus of an IRC include building capacity to support science, recruiting new and current faculty and scientific staff to the designated research area, and developing and implementing programs to increase collaboration across the IRC and between an IRC and the Hutch’s scientific divisions and other IRCs. The IRC Administrative Coordinator will support communications, events, grant competitions and other administrative functions needed for the IRCs. The Administrator Coordinator reports to the IRC Project Manager.

    Responsibilities

    • Coordinate meeting schedules, invitations, conference bookings, catering, travel and expense reimbursement for a variety of events including:
      • Seminar speaker series, faculty meetings and yearly retreats
      • Immunotherapy and TDS IRCs internal and external advisory board meetings
      • Faculty and scientific staff recruitment, including positions postings, candidate visits and onboarding in coordination with scientific departments and Human Resources
      • Special events as needed
    • Create and manage event budgets; reconcile monthly credit card expenses
    • Manage executive calendar for Associate Vice President of Interdisciplinary Scientific Administration including:
      • Proactively anticipating needs such as agendas and meeting reminders
      • Scheduling a variety of meetings, conference rooms and catering as needed
      • Resolving scheduling conflicts
      • Ensuring timely follow-up to outside meeting requests
    • Provide administrative support for award competitions including organizing applications and coordinating reviewers’ meetings
    • Manage IRC membership and ensure clear communication with members about events and opportunities
    • Manage regular communication across the center about the IRC events and opportunities through email and internal website (CenterNet), for example, learn AEM for content posting
    • Maintain IRC SharePoint sites; learn content management skills
    • Maintain IRC Administrative office supplies though internal online purchasing
    • Build and maintain strong working relationships with faculty members, project sponsors, research administration, administrative departments (e.g., Finance, Communications) and peers
    • Serves as project liaison, representing the IRC to other departments, affiliated individuals or institutions, and outside organizations as applicable

    Qualifications

    Qualifications:

    • Bachelor’s degree and minimum of 3-5 years of administrative experience
    • Advanced proficiency in Microsoft Office Suite on PC Platforms; SharePoint and AEM experience desired
    • Must be organized and have strong attention to detail and quality of work
    • Experience in event and project management and coordination
    • Experience in meeting coordination, scheduling and planning; experience in managing executive calendars experience desired
    • Experience in project budget management
    • Solid background in planning travel, itineraries and meeting agendas
    • Ability to develop, plan and implement short- and long-range goals
    • Excellent communication skills – ability to communicate clearly and concisely with executives, faculty and staff of al levels as well as external high-level professionals, their staff and vendors; ability to draft communications to all levels of staff
    • Ability to identify and take advantage of new opportunities, best practices and potential partnerships
    • Ability to work independently, prioritize effectively, plan ahead, problem-solve and meet goals in a deadline-driven environment


    Characteristics and Attributes:

    • Persistence, adaptability, emotional intelligence and curiosity
    • Collegial attitude and willingness to work in concert with the IRC Scientific Directors to fulfill strategic organizational objectives; comfort with interacting with faculty members and executive staff
    • Demonstrated commitment to a diverse and inclusive workforce and work environment
    • Strong interpersonal skills and the ability to work effectively with a wide range of constituencies in a diverse community and build relationships
    • Highly flexible and able to change focus easily
    • Demonstrated ability to work in a team environment and meet goals in a timely manner
    • Ability to professionally triage and trouble shoot while using independent judgment
    • Willing to ask for direction or ask questions if given unclear projects or tasks
    • Ability to handle confidential and sensitive information with professionalism

    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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