Administrative Manager, Faculty Affairs and Communications

Job ID
17622
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 and largest 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, Faculty Affairs and Communications will be responsible for managing academic faculty and scientific staff appointments and promotions, and related faculty affairs for the Vaccine and Infectious Disease Division (VIDD), Fred Hutch.  In conjunction with VIDD and Fred Hutch Leadership, this position will coordinate external faculty searches, appointment processes for faculty, quarterly faculty meetings and assist with faculty reviews.  This position will also steward faculty promotions, including scientific staff appointments and promotions, in cooperation with related faculty affairs staff at University of Washington for those concurrent appointments and promotion processes for all VIDD faculty with joint appointments.  Concurrently, this position will be responsible for the overall internal and external communications and marketing plan for VIDD, including the development and maintenance of content for divisional websites, the creation of various communication materials, and management of communications schedules and projects. The position will also serve as the main point of contact for VIDD communications to external departments. This position reports directly to the Sr. Director of Faculty Affairs and Sr. Operations Director.

Responsibilities

Faculty Affairs (60%)

  • Serve as expert on interpretation of faculty guidelines for the Division as well as rules, policies, and procedures consistent with Fred Hutch policies and in collaboration with other Fred Hutch departments and partners
  • Plan and manage the annual, midterm, and 5-year faculty reviews according to review calendar and timelines in partnership with Senior Director of Faculty Affairs and Strategic Initiatives. Provide direction to faculty for preparation of required materials.
  • Administer faculty promotions. Advise and support promotion committees; manage review process from initiation to final approval; provide direction to candidate on required materials; serve as liaison to other division(s) and the University of Washington, where applicable.
  • Support VIDD A&P Committee, Faculty Advisory Committee, Promotion and Review Committees. Work with leadership to develop monthly agenda, document meetings, and follow up on action items.
  • Coordinate faculty recruitment process. Train staff to support faculty recruitment process, advise and support search committees, interact with HR on advertisement placements logistics; manage applicant materials; plan candidate visits as applicable; monitor recruitment committee activities and follow up on needed actions.
  • Serve as VIDD liaison to Research Administration and Faculty Affairs office to ensure faculty appointment, promotion and review processes are on track and faculty CVs are current in relation to Research Administration and Faculty Affairs guidelines
  • Develop and implement strategies to ensure that diversity, equity and inclusion are actively incorporated into all faculty guidelines, rules, policies and procedures
  • Lead the project management and implementation of strategies to streamline processes and document management for VIDD FAO
  • Create, maintain and distribute information on standard operating procedures for VIDD FAO


Communications (40%)

  • Serve as a liaison to the Center Marketing and Communications team and VIDD point of contact for Center-wide communications projects
  • Provide guidance to content authors within VIDD on branding guidelines as the primary administrator for the Division CenterNet (intranet) site
  • Oversee the maintenance and creation of content for VIDD extranet and intranet sites
  • Drive integrated communications efforts and establish a comprehensive communications plan and calendar to manage the cadence of information distribution and enhance existing communications channels
  • Collect content, design, and distribute the VIDD monthly newsletter; generate reports on newsletter performance as needed
  • Steward new communication efforts and channels including training where necessary to help VIDD to be a leader in social media; execute a division-level social media strategy and approach by creating content, monitoring and managing communications activities.
  • Plan and execute strategies for adding new content, initiating new communications projects and increasing engagement among target audiences
  • Design promotional and presentation material to support VIDD events, programs and initiatives
  • Coordinate and manage data visualization projects, distribution of data, and strategies to design strategic dashboards and visualizations to support VIDD in partnership with the Senior Operations Director, VIDD

Qualifications

Minimum qualifications:

  • BA/BS required
  • Minimum of 3 years of administrative management experience in a research or academic setting
  • Excellent written and verbal communication skills
  • Experience working with faculty and academic affairs issues a plus
  • A cover letter is required 


Professional Skills/Attributes:

  • Strong interpersonal, customer service and communication skills
  • Maintain a high level of confidentiality, sound judgement and superior attention to detail
  • Manage multiple tasks within a fast-paced environment while operating under strict time constraints
  • Impeccable record keeping, filing and organizational skills
  • Ability to interact diplomatically and effectively with various stakeholders
  • Ability to follow policies and procedures
  • Highly developed communication skills
  • Good sense of humor and team player

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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