• 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 serves as part of the Donor Engagement program within the Philanthropy department. This position provides administrative support for various tasks within the Cultivation and Stewardship team. The Program Assistant is expected to take initiative, execute core responsibilities collaboratively, and work well within a complex organization. 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. The Program Assistant must be able to effectively communicate the mission, values, and scope of the institution.


    • Works collaboratively with members of the Donor Engagement team, as well as colleagues Philanthropy wide, performing tasks essential to the successful delivery of gold-standard stewardship and recognition activities
    • Provides dedicated administrative support for the Cultivation and Stewardship team
    • Partners with Senior Manager, Stewardship and Recognition, and fundraisers to deliver customized stewardship for high-impact donors
    • Performs specific tasks related to events including:
      • Tracks RSVPs for multiple events simultaneously with a high level of detail, and sends weekly RSVP updates to department
      • Oversees membership club recognition for event attendees
      • Handles event invitation assembly and mailings as needed
      • Creates guest registration materials such as name tags and new attendee forms
      • Prepares event materials and supplies
      • Provides day-of- and night-of-event support as needed
    • Manages briefing documents and bios on key attendees at stewardship, cultivation and fundraising events to be sent to senior Fred Hutch leadership
    • Manages department inventory and ordering donor thank you gifts, rack cards (birthday, thank you, etc.), letterhead and collateral for respective giving club and other items as needed
    • Works to ensure delivery of the following stewardship benefits related to membership programs, including Nobel Laureates Circle, President’s Circle, Cure Starters Circle, Innovators Network and Thomas Legacy Society:
      • Uses live membership reports to track current and potential donors
      • Handles membership coding for Nobel Laureates Circle and facilitation of customized benefits
      • Pulls lists for delivery of membership benefits
      • Produces welcome packets, renewal letters, and all other monthly member benefits
      • Periodically updates giving club rosters
    • Supports annual donor wall updates, including ordering plaques for donor walls, named spaces
    • Manages the master donor recognition workbooks
    • Raiser’s Edge action entry for all stewardship and event activities
    • Drafts and sends thank you letters and other communications to key donors on behalf of Fred Hutch’s president and/or other leadership as needed
    • Oversees guidelines and systems that ensure honor roll information is up-to-date in donor records
    • Engages with events colleagues, providing added support for signature fundraising events
    • Maintains confidentiality of sensitive materials and information in printed, electronic or verbal form
    • Executes additional special projects and administrative tasks as assigned


    Summary of Experience

    • Bachelor’s degree preferred
    • Two years of experience in non-profit development or a related field preferred
    • Knowledge of Adobe Creative Suite preferred
    • Experience with Raiser’s Edge or Raiser’s Edge NXT preferred
    • Experience with Convio/Luminate preferred


    Required Knowledge, Skills and Abilities

    • Ability to communicate clearly and concisely, both orally and in writing
    • Highly developed organization and information management skills required
    • Strong writing skills required
    • Strong attention to detail required
    • Strong database skills for pulling queries
    • Ability to multitask on various projects daily
    • Ability to deliver excellent customer service
    • Ability to prioritize multiple projects and demands
    • Ability to handle confidential and sensitive information
    • Ability to build relationships and work in a team environment
    • Must be able to lift, manage, and carry job-related materials
    • Commitment and ability to work on evenings, weekends, and holidays

    Our Commitment to Diversity

    We are proud to be an Equal Employment Opportunity (EEO) and Vietnam Era Veterans Readjustment Assistance Act (VEVRAA) Employer. We are committed to cultivating a workplace in which diverse perspectives and experiences are welcomed and respected. We do not discriminate on the basis of race, color, religion, creed, ancestry, national origin, sex, age, disability (physical or mental), marital or veteran status, genetic information, 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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