• Administrative Manager

    Job ID
    14594
    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 Manager will provide senior level administrative management support to the Senior Vice President (SVP) & Director of the Public Health Sciences (PHS) Division and report to the division’s Senior Operations Director. They will independently perform administrative and secretarial duties of a complex, specialized, or confidential nature, using judgment to interpret Fred Hutch policy, represent the SVP, and interact with Hutch staff and outside organizations. This role oversees the management of and coordination of this leader’s extensive calendar activities, travel management, expense reimbursement, publishing and development activities. This role requires an ability to direct and manage multiple priorities, quickly analyze situations and make sound decisions using effective time management skills, good business acumen and administrative judgment. Strong writing ability, creativity and excellent interpersonal skills are essential. This position must have a highly effective level of communication within the program, Division leadership, and be able to anticipate and remain flexible in the face of change.

    Responsibilities

    Administrative Management

    • Provide senior level administrative management support of executive’s daily calendar via Microsoft Outlook. This responsibility requires interacting with high levels of confidentiality, discretion and professionalism while interacting within multiple levels of researchers and executives at institutions, governmental agencies, industry-related organizations, as well as their respective administrative teams located within the United States and internationally. Use critical judgment to determine meeting priorities. Understand the implications of new information for both current and future problem-solving and decision-making.
    • With travel & finance teams, arrange domestic and international travel planning and schedules, including flight, local transportation, accommodations, meeting agendas, travel receipts, etc. Arrange travel for both the SVP as well as division visitors, candidates, program faculty, etc. Maintain travel itineraries and records. Track and maintain all records/receipts and follow policies and procedures required for Federal and State and institutional guidelines. Manage expense reimbursement process for multiple expense products (charge cards, check requests, etc.) for travel schedule to ensure that all expenses are appropriately charged and reimbursed to applicable cost centers, grants, etc., as well as personal reimbursements.
    • Manage the daily flow of written correspondence in/out of the executive’s office. This includes but is not limited to, drafting, reviewing, editing, managing revision process of a variety of correspondence and reports on behalf of the executive and can include all types of communications from letters of support/recognition for faculty, emails, reports, etc. Responsible for accuracy, formatting and appearance of final documents.
    • Manage, coordinate and staff, as requested, high-level meetings for the SVP and Associate Division Directors. Responsible for developing/compiling the agenda, arranging speakers, coordinating technical support, room requirements, and catering.
    • Arrange conference and meeting schedules, agendas, and other activities as required by the SVP and division administration.
    • Perform general administrative duties, including (but not limited to) preparation of correspondence for letters of recommendation, grant support, etc. Organize and reprioritize tasks, maintain records, and coordinate functions with various individuals and organizations.
    • Maintain and coordinate the SVP’s professional documents including (but not limited to) augmented CV, biosketch, professional memberships, etc.
    • Ensure the protection of sensitive or confidential information.

     

    Administrative Coordination

    • Carry out special projects for the SVP and division administration
    • Work as a key team member of the PHS Administration team assisting the team with various projects
    • Perform other duties, as assigned

    Qualifications

    • Bachelor’s degree and a minimum of five years of progressively complex administrative experience are required for this position
    • Demonstrated experience related to management and handling of highly confidential information and ensuring that information is maintained in a confidential manner
    • Demonstrated experience and philosophy relative to working in a collaborative environment, serving the needs of the senior executive and working with key division staff
    • Strong and thoughtful communications, both oral and written
    • Experience working with all levels of faculty and staff, within the context of a research environment
    • Demonstrated professionalism to ensure that all people are always treated with dignity and respect
    • Exceptional computer and word processing skills, proficiency with a variety of software packages (MS Outlook, Word, PowerPoint (or other presentation software), EndNote, Excel, and Access) required
    • Experience using SharePoint and Adobe software is highly desired
    • Ability to work in a team and independently with minimal supervision
    • The ability to work a varied schedule with flexible hours as needed

    Please submit a cover letter with your resume and application in order to be considered for this position.

    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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