• Administrative Coordinator II

    Job ID
    14482
    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.


    Reporting to the Senior Operations Director for the Clinical Research Division at the Fred Hutchinson Cancer Research Center, a highly skilled Administrative Coordinator is required to provide a wide range of management support to help implement the Division’s strategy in support of the Center’s mission.


    The purpose of this role is to effectively support the Senior Operations Director and to help ensure the smooth and efficient running of the Division. The role offers varied, non-standard work across a range of skill sets in supporting the Senior Director in all tasks that are common to planning, effective decision-making, management and outreach at an executive level. As the Administrative Coordinator, you will often be the first point of contact for our internal and external colleagues, ‘customers’ and partners. Good knowledge of the organization, a commitment to providing excellent customer service, responsiveness, flexibility (both time and task), creativity, confidentiality and excellent organizational, technical and interpersonal skills will be required to succeed in this role. Adaptability to peaks in work flows, willingness to assist other members of the administrative team from time to time, and the commitment to meeting deadlines are essential.


    As a key member of the Senior Director’s team, you will use independent judgment and initiative in managing an extensive calendar, troubleshooting arising issues, setting up meetings and preparing minutes for distribution to relevant parties, making efficient travel arrangements, screening incoming correspondence and calls directed to the Senior Director, forward and/or reply to calls and correspondence as appropriate, coordinate events, assist with report production, special analytical tasks and monitoring budgets. This position is considered mission critical since the role interacts with all levels of faculty, professional and technical staff, and partner collaborators (Seattle Cancer Care Alliance, UW, etc.) The position requires a strong fiduciary focus and sensitivity to remaining focused, professional, and ensuring the highest level of professionalism in support of the mission and goals of the Division.


    This is an important position that offers opportunities for involvement at the Center, contributing to process improvement, enhancing communication and improving the quality of service we provide. You will work with other senior administrative staff on operational, financial, and human resource issues that are associated with a diverse organization. You must have excellent written and oral communication skills, be politically astute at all levels, and be able to network widely with colleagues inside and outside Fred Hutchinson Cancer Research Center. You will apply modern information communication technology tools for effective management in a complex organization and will contribute to improving efficiency and help to develop a culture of innovation.

    Responsibilities

    • Provide direct support to the Senior Director-Operations, relative to meeting management, Outlook, logistics, and other programmatic and Division-level planning and execution.  Ensure that all calendar needs and any related travel arrangements, to include reconciliation and processing of costs and reimbursements are prepared in accordance with Center policies and procedures and submitted on time.
    • Act as a liaison as needed, with Center administration, Seattle Cancer Care Alliance, and the UW, on behalf of the Division, and under the direction of the Senior Director-Operations so that inquiries, and needs are resolved appropriately.   
    • Serve as the primary coordinator of the Division's Monday Noon and Tuesday Clinical Grand Rounds, which will include thoughtful management and communication to ensure that faculty are scheduled, with appropriate calendar reminders (and their administrators), ensuring the communication (fliers, etc.) and other evaluations are distributed and collected, etc.  
    • Draft agendas and ensure all documents and background information for committee meetings are received, collated and circulated in a timely manner. Ensure that the Senior Operations Director has all the materials needed for any external meetings well in advance. Organize and attend meetings, take minutes and distribute for review as directed, and track progress on action points.
    • Deal effectively with correspondence of all types, diverting such correspondence to other staff where appropriate, relying to a range of issues on behalf of the Senior Director, or researching and preparing information/drafting replies, recognizing and respecting the confidential nature of many matters.
    • Create and maintain the Division’s administrative calendar for effective long-term planning and management
    • Provide logistical support to conferences, workshops, public events, etc. Plan, implement and manage division-wide events as requested. Oversee procurement of catering, equipment, decorative and rental needs as well as preparing or procuring the preparation of promotional materials.
    • Ensure new Division employees receive all the information and access they need to integrate into the Center and to become active, engaged members of staff.
    • Assist with implementation and communication of new policies and procedures.
    • Create and maintain an effective electronic database of communication and other records of the Senior Director’s office. Improve systems for data management as appropriate.
    • Manage budgets associated with the Senior Director’s office and organize financial items requiring review and approval, ensuring they are being handled in a timely manner.
    • Perform other responsibilities and duties as assigned or required in support of the Director and Division Mission, Goals, and Vision.

    Qualifications

    • Bachelor's degree or equivalent experience
    • Five years or more of progressively complex administrative experience, preferably in a research and/or clinical care environment
    • Strong computer and on-line systems skills
    • Experience working in a medical, clinical, and or health/research environment is highly desirable
    • A focus on excellent customer service, strong interpersonal skills are required.
    • Excellent administration and organizational skills; attention to detail and accuracy
    • Experience with effective management of calendars, meetings, visitors, travel and other tasks

    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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