• Program Assistant II

    Job ID
    Regular Full-Time
    Fred Hutchinson Cancer Research Center
    Philanthropy and Fundraising
  • 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 Program Assistant reports directly to the Director, Philanthropic Gifts with a dotted-line to up to three additional Philanthropic Gifts Directors/Associate Directors they support. The Philanthropic Gifts Program Assistant works alongside fundraisers to enhance, support, and maintain activities consistent with securing philanthropic support for the institution. The Program Assistant is expected to take initiative, be a self-starter, and be able to work independently. Must maintain professionalism, show flexibility, be customer service oriented, have a strong attention to detail, handle multiple tasks and changing priorities, and remain composed under pressure of deadlines. Must exhibit dependability and willingness to work as an integral member of the Philanthropy team and be capable of working well within all levels of the organization. The Program Assistant must be able to effectively communicate the mission, values and scope of the institution.


    Responsibilities and essential job functions include but are not limited to the following:

    • Provide administrative support for up to four Philanthropic Gifts Directors/Associate Directors, with goal of maximizing time front-line fundraisers spend working directly with donors; administrative tasks include, but are not limited to:
      • Schedule appointments and donor visits, schedule conference room reservations and catering, arrange travel, and draft meeting agendas
      • Answer phones, photocopying, filing, reconcile monthly credit card expenses, and process expense reimbursements
      • Review various reports daily for follow up actions, coding adjustments, portfolio moves, and proposal status updates
      • Troubleshoot gift acknowledgment exceptions and special requests in collaboration with Advancement Services
    • Execute spring and fall solicitation mailings for mini team
    • As requested, assist with discovery calls and donor tours
    • Work collaboratively with fellow Philanthropic Gifts Program Assistants to maintain team’s SharePoint page
    • Actively participate in monthly program administrative support meetings with colleagues
    • Work closely with the fundraising event teams to coordinate donor engagement and stewardship opportunities
    • Assist Philanthropic Gifts Officers with strategy, planning, and tracking of all aspects of the ask process – including preparing solicitation materials, donor visit packets, and impact reports
    • Work within the RENXT database to:
      • Track donor/prospect activity, run queries, enter and track gift proposals
      • Handle metric action entry, creation of new records, opportunity reviews
      • Proactively manage accuracy of donor information essential to stewardship, such as honor roll name, addressee and salutation preferences, mail/email addresses, philanthropic interest codes, etc.
    • Essential competencies
      • Attention to detail – Work collaboratively with colleagues to ensure all elements of work represent the organization in the best possible manner
      • Collaboration – Proactively develop partnerships with colleagues who are critical to accomplishing results
      • Multitasking, prioritizing, and planning – Manage workload based on level of importance and urgency of tasks and responsibilities; ask questions and communicate openly
      • Initiative – Go above and beyond job requirements; take time to brainstorm and research solutions to problems; help others as needed
      • Excellent Customer Service – Provide excellent customer service to donors and colleagues alike
    • Maintain confidentiality of sensitive materials and information in printed, electronic or verbal form
    • Special assignments or projects as assigned


    Summary of Experience

    • Bachelor’s degree required
    • 1-2 years of administrative experience required
    • Advanced proficiency in Microsoft Office Suite required
    • Strong writing skills required
    • Two years of experience in non-profit development or a related field preferred
    • Raiser’s Edge and InDesign experience preferred


    Required Knowledge, Skills, and Abilities

    • Ability to prioritize multiple projects and demands
    • Ability to handle confidential and sensitive information
    • Ability to build relationships and work in a team environment
    • Ability to communicate clearly and concisely, both orally and in writing
    • Ability to deliver excellent customer service
    • Ability to multi task on various projects daily
    • Excellent organizational skills
    • Must have strong attention to detail
    • Self-motivation and flexibility

    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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