• Administrative Assistant

    Job ID
    14951
    Type
    Regular Full-Time
    Company
    Fred Hutchinson Cancer Research Center
    Location
    US-WA-Seattle
    Category
    Communications and Marketing
  • 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 Executive Assistant to the Vice President of Communications & Marketing (EA), the Administrative Assistant independently performs a range of administrative duties, including those of a complex, specialized or confidential nature, for the Communications & Marketing Department and the department’s senior leadership team.

    Responsibilities

    • Prepare documents, spreadsheets and presentations
    • Conduct on-boarding and off-boarding tasks for department employees
    • Monitor and manage department general email inbox, including promptly and effectively responding to and/or redirecting inquiries
    • Order department supplies and track inventory
    • Organize and maintain department equipment, electronic and paper files, marketing collateral, supplies and other materials in shared department workspaces and supply room
    • Secure and track department assets, and ensure proper functioning of printers and other shared electronic equipment
    • Provide director-level scheduling and calendar management
    • Complete monthly credit card reconciliation
    • Support project manager in monitoring communications and marketing requests from center stakeholders, including assessing, properly tagging, assigning and tracking progress of incoming requests
    • Coordinate major external marketing mailings, including preparing mailing lists and managing postage and other distribution requirements; sort and distribute incoming department mail and packages
    • Serve as department liaison with Facilities and Engineering on maintenance, furniture and other facilities support needs
    • Act as Help Desk liaison for troubleshooting technical issues for department
    • Maintain department's media subscriptions
    • Hang flyers/posters for center-wide functions and events
    • Interact with department leadership and other colleagues to ensure that workflow and communications are handled effectively
    • As requested in EA's absence, monitor and answer EA and VP phones lines and voice mail
    • Provide VP support in EA's absence
    • With direction from EA, apply department administrative policies and practices, and ensure that policies are followed within the department
    • Effectively protect sensitive or confidential information

    Qualifications

    Experience

    • Administrative support experience preferred
    • Associate’s or bachelor’s degree preferred
    • Health, academic and/or non-profit experience a plus

    Knowledge, Skills and Abilities

    • Proficient with Microsoft Office applications, including Outlook, Word, Excel and PowerPoint
    • Professional demeanor and collaborative work style
    • Demonstrated ability to prioritize and manage time-sensitive tasks, projects and workflow in a fast-paced environment
    • Strong attention to detail and effective at proactive communications and follow-through
    • Ability to work with distractions and interruptions
    • Ability to protect confidential and sensitive information

    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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