• Administrative Coordinator II

    Job ID
    13874
    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. The Center’s five scientific divisions collaborate to form a unique environment for conducting basic and applied science. Vaccine and Infectious Diseases Division (VIDD) works to eliminate or minimize the impact of globally significant infectious diseases. Within VIDD is the Statistical Center for HIV/AIDS Research & Prevention (SCHARP), which provides statistical support and data management to researchers worldwide in the fight against HIV/AIDS with active studies in the U.S., Africa, Latin America, Asia and Europe. Careers Start Here.


    The Statistical Center for HIV/AIDS Research and Prevention (SCHARP) at Fred Hutch is a full service statistical and data management center focused on HIV prevention research. SCHARP has an annual budget of over $40 million, more than 180 employees and is currently managing over 40 active phase I – III clinical trials in over 150 clinical sites around the world. SCHARP is seeking an Administrative Coordinator II. The Administrative Coordinator II position resides in the Vaccine and Infectious Disease Division (VIDD) of Fred Hutch and is responsible for providing general administrative services in support of the staff within the Statistical Center for HIV/AIDS Research and Prevention (SCHARP). This position reports to the BBE-SCHARP Administrative Manager.

    Responsibilities

    Responsibilities may include:

     

    • Provide Director of SCHARP and the SCHARP Senior Management Team support
      • Scheduling
      • Arranging travel
      • Meeting support
      • Credit card reconciliation
    • Provide SCHARP Program-level administrative services
      • Respond to employee administrative requests
      • General office maintenance and support
      • Submit work orders and purchasing requests
      • Maintain shared files, inventories, and other organizational documents
      • Maintain SCHARP webpage and SharePoint sites
      • Answer the main phone line and triage calls as appropriate
    • Assist with Human Resources activities
      • Coordinate on-boarding and orientation activities
      • Generate and track: HR action forms, requests for new hires and affiliates
      • Maintain HR reports and databases, job descriptions and org charts
    • Support staff attendance at conferences and trainings
      • Assist with registration, related travel and reimbursements
      • Obtain required approvals and necessary travel documents
      • Maintain record of approvals
      • Reconcile expenses, track and report against budget
    • Meeting and Event Coordination and Support
      • Maintain budget, and track and report on spending
    • Assist SCHARP, BBE Admin, and faculty with special projects, as needed
    • Perform backup to Administrative Services staff and other responsibilities as required

    Qualifications

    • Bachelor’s degree or equivalent
    • 5+ years related experience in an office environment
    • Proficiency with Excel, Word, Outlook, Adobe, SharePoint, and PowerPoint
    • Outstanding customer service and time management skills
    • Detail-oriented with strong organizational skills, able to anticipate upcoming needs and provide outstanding customer service
    • Strong verbal and written communication skills, demonstrated ability to communicate effectively with all levels of personnel, and to establish and maintain positive relationships with internal and external partners
    • Consistent, dedicated, versatile and able to prioritize and multi-task
    • Ability to respond quickly to new instructions, situations, methods and procedures with a calm and professional demeanor. Willing to ask questions when a task is not fully clear.
    • Takes initiative and able to exercise independent judgment in effectively carrying out routine responsibilities within defined policies and procedures. Shows good judgment in interpreting guidelines and in when to seek support
    • Demonstrated ability to work independently as well as within a team. Team player with an optimistic attitude, contributes to healthy team morale, shares responsibility and recognition for work
    • A desire to contribute to building an organizational culture grounded in community, mutual respect and support, inclusiveness and continual growth and learning

    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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