Interdisciplinary Science Administration (ISA) Administrative Coordinator II

Job ID
17620
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 Interdisciplinary Science Administration (ISA) accelerates innovative discoveries at Fred Hutch by enabling scientific collaboration, providing opportunities and funding for enhanced cross-disciplinary interactions, and making the latest technology available.  ISA is home to Fred Hutch’s Shared Resources and the Integrated Research Centers (IRC).  The IRC is complementary to the Fred Hutch scientific divisions, leveraging existing expertise and resources to promote cross-divisional collaboration in areas where there is great potential for the Hutch to have transformative impact.

 

The ISA Administrative Coordinator will support programmatic activities, communications and other administrative functions needed for the ISA and Integrated Research Centers (IRC).  The Administrator Coordinator reports to the ISA Program Operations Director.

Responsibilities

Programmatic Activities:

  • Coordinate all aspects of meeting scheduling, organizing, conference booking or virtual platform, catering, travel and expense reimbursement. Events include but are not limited to:
    • Department meetings and sponsored events
    • Seminar speaker series, faculty meetings and yearly retreats
    • Trainings and workshops
    • Ad-hoc meetings as needed
  • Coordinate department activities on multiple calendars
  • Assist with event budgets and tracking event expenses

 

Communications

  • Maintain internal and external communications through Fred Hutch internal website “CenterNet” and external websites, multiple calendars, email distribution, event flyers, etc.
  • Maintain and serve as point-of-contact on internal department websites
  • Maintain multiple department email accounts, calendars and listservs; triage inquiries and requests
  • Coordinate content for department newsletters

 

Administration

  • Provide administrative support for the IRC pilot award and fellowship program
  • Provide coverage to ISA Executive Assistant to ISA Vice President (e.g., VP calendar management) as appropriate to your level of responsibility
  • Order supplies and other required items
  • Reconcile monthly credit card expenses
  • Build and maintain strong working relationships with faculty, project sponsors, research administration, administrative departments (e.g., Finance, Communications) and peers
  • Perform other duties as assigned

Qualifications

Required qualifications:

  • Bachelor’s degree or equivalent work experience
  • Minimum of 6 years of administrative and/or relevant experience
  • Strong organizational skills and attention to detail
  • Advanced skills in Microsoft Office Suite on PC Platforms
  • Experience with MS Teams and other virtual platforms is desired due to current remote working environment; if there is no experience, ability to learn new platforms in order to coordinate online, virtual events are required
  • Experience with SharePoint, and website editing (AEM) experience desired
  • Executive calendar management experience is desired
  • Event expenses and budget management is desired
  • Ability to develop, plan and implement short- and long-range goals
  • Strong communication skills – ability to communicate clearly and concisely to all levels of staff and external audience
  • Ability to work independently and as a part of the team
  • Ability to prioritize effectively, plan ahead, problem-solve and meet goals in a deadline-driven environment
  • Ability to identify and take advantage of new opportunities, best practices and potential partnerships
  • A cover letter is required

 

Characteristics and Attributes:

  • Persistence, adaptability, emotional intelligence, and curiosity
  • Comfort with interacting with Fred Hutch faculty and executive staff, as well as peers and representatives from other administrative departments
  • Demonstrated commitment to a diverse, equitable and inclusive workforce and work environment
  • Strong interpersonal skills and the ability to work effectively with a wide range of constituencies in a diverse community and build relationships
  • Highly flexible and able to change focus easily
  • Demonstrated ability to work in a team environment and meet goals in a timely manner
  • Ability to professionally triage and trouble shoot while using independent judgment
  • Willing to ask for direction if given unclear projects or tasks
  • Ability to handle confidential and sensitive information with professionalism

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 hrops@fredhutch.org or by calling 206-667-4700.

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