Project Coordinator, Site Operations CoVPN and HVTN

Job ID
Regular Full-Time
Fred Hutchinson Cancer Research Center
Administrative Support


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.

At Fred Hutch, we believe that the innovation, collaboration, and rigor that result from diversity and inclusion are critical to our mission of eliminating cancer and related diseases. We seek employees who bring different and innovative ways of seeing the world and solving problems. Fred Hutch is in pursuit of becoming an antiracist organization. We are committed to ensuring that all candidates hired share our commitment to diversity, antiracism, and inclusion.



The HIV Vaccine Trials Network (HVTN) is the world’s largest publicly funded multi-disciplinary international collaboration facilitating the development of vaccines to prevent HIV/AIDS. Most recently, the COVID-19 Prevention Network (CoVPN) was formed by the National Institute of Allergy and Infectious Diseases (NIAID) at the US National Institutes of Health to respond to the global pandemic. Using the infectious disease expertise of their existing research networks and global partners, NIAID has directed the HVTN to utilize their experience and expertise to address the pressing need for vaccines and antibodies against the SARS-CoV-2 virus. The mission of CoVPN is to conduct Phase 3 Efficacy Trials to prevent infection and COVID-19 disease. CoVPN will work to develop and conduct studies to ensure rapid and thorough evaluation of United States government-sponsored COVID-19 vaccines and antibodies for the prevention of COVID-19 disease.

The Project Coordinator position will support the Site Operations Unit at the HVTN and CoVPN Leadership Operations Centers (LOC). The incumbent works under the direction of the Sr. Clinical Trial Manager. Special skills and knowledge are applied in coordinating research and administrative activities and in carrying out moderately complex clinical trials operations and research assignments.


  • Work with all Clinical Trials Managers to maintain and assure adherence to major protocol milestones and study specific activities
  • Coordinate research and administrative activities with Clinical Trials Managers, ensuring all projects are completed according to project/study timelines
  • Organize and support study protocol/operations conference calls, e-mail communications, and meetings. Tasks to include polling and scheduling calls, distributing call announcements, agendas, and meeting materials, and taking/distributing minutes
  • Create and update protocol-specific distribution list (alias lists) to effectively and efficiently distribute study related written communications to network members
  • Create and update Microsoft Team sites including: adding and editing membership, document management, and responding to access issues as necessary
  • Assist with the management of the HVTN Manual of Operations (MOP). Tasks to include processing updates to over 70 MOP sections, maintaining electronic files containing the original, approved MOP sections, translating selected MOP sections into Portuguese and Spanish, maintaining version control and a spreadsheet of all sections, prompting section authors to update their sections annually, and notifying network members about new, revised, or translated MOP sections after posting them on the HVTN website
  • Participate in the development, review, production, and distribution of training materials for on-site training, study-specific procedures, and other study and network materials
  • Manage translations of study materials for non-US sites
  • Assist Clinical Trials Managers in documenting procedures and policies, and formatting study related special procedures and forms
  • Participate in working groups, special projects, workshops and trainings as needed; attend regular group and network meetings
  • Arranges multiple-day face-to-face protocol meetings both virtual and onsite; including inviting guests, validating travel requests, ordering catering, reserving meeting rooms and providing general support throughout the meeting as required
  • Perform other administrative tasks such as posting materials to internal/external web pages, updating study-related templates and documents, maintaining checklists, arranging logistics for training, and distributing participant ID cards etc.
  • Serve as a backup liaison with study site staff regarding protocol implementation and operational issues
  • Work with other LOC staff to improve cross-unit processes/systems and implement special projects
  • Performs other responsibilities as required


  • BA/BS desired or additional years of experience will subsitute for degree
  • 5+ years project coordination experience in a research setting or 3+ years post-master's degree
  • Position requires a high level of attention to detail and organization
  • Excellent written and verbal communication skills
  • Good interpersonal skills, and an ability to maintain confidentiality are essential
  • Must have demonstrated ability to work independently and take initiative in a dynamic environment
  • High level knowledge of Microsoft applications, specifically Word, Teams, Excel, and Outlook are required

A statement describing your commitment and contributions toward greater diversity, equity, inclusion, and anti-racism in your career or that will be made through work at Fred Hutch is requested of all finalists.

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 or by calling 206-667-4700.


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