Division Operations Administrator

Job ID
19744
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.


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 Vaccine and Infectious Disease Division (VIDD) addresses the growing need for treatment and prevention strategies for infectious diseases worldwide. VIDD’s mission is to accelerate knowledge of effective immunity and create innovative approaches that can prevent new infections and treat or cure infection-related diseases. VIDD is one of the largest of five scientific divisions at Fred Hutch with an annual grant portfolio of over $500 million and nearly 650 staff, faculty and trainees. VIDD is comprised of three research programs—Biostatistics, Bioinformatics & Epidemiology (BBE), Immunology & Vaccine Development (IVD), and Infectious Disease Sciences (IDS).


The Division Operations Administrator is responsible for the planning, coordination, and implementation of administrative functions for the Division. The position manages and coordinates team, faculty and Division-wide events and meetings, supports the day-to-day activities, schedule and special projects for the Senior Operations Director and serves as a central point of contact for the Division. The position requires an excellent communicator who can work with all members of the Division and organization. This position supports the Senior Operations Director for VIDD as well as the Division administration and operations functions. This position reports to the Division’s Senior Operations Director.

Responsibilities

  • Provide administrative support to the Senior Operations Director, including but not limited to:
    • Senior level calendar support and management for Senior Director’s daily calendar as well as all Division-level events, faculty recruitment, onboarding and development activities and VIDD Administration
    • Coordinate virtual and in-person meetings and events including scheduling, agenda preparation, virtual webinar/meetings set up, conference room reservations, AV and IT preparation, and catering as relevant
    • Organize, prioritize and appropriately handle time-sensitive, confidential information and ensuring action/attention required is addressed in a succinct and timely manner
    • Develop and maintain system for electronic storage and retrieval of documents
    • Compose and edit meeting notes and action items, as requested
    • Assist with the timely completion and submission of HR documents, expense reimbursement and credit card reconciliation
    • Liaise with a variety of stakeholders, including other faculty, students, patients
    • Coordinate domestic and international schedules and travel arrangements
  • As an independent leader, serve as the primary Divisional point of contact and provide administration and operations support to all VIDD-wide activities and events including but not limited to:
    • Lead and coordinate the weekly VIDD seminars series including communications and follow up with suggested speakers, flyer design and posting, virtual meeting leadership and support and/or conference room reservation and set up, catering and day-of coordination with speaker and vendors, as needed
    • Serve as lead coordinator for the annual VIDD faculty retreat and annual holiday party including venue selection with the VIDD Executive Committee (EC), catering, AV needs, participant tracking, extensive and detailed event plans and on-site lead for day-of logistics
    • Coordinate all VIDD faculty meetings and faculty-related meeting activities including scheduling, speaker invitations, virtual meeting and/or conference room scheduling and set up, AV, presentation coordination, catering, sign-in and coordination with Faculty Affairs
    • Coordinate the scheduling, agenda preparation notes and special guests for all Scientific Program Administration, VIDD EC and Faculty Advisory Committee (FAC) meetings; Follow up with Senior Directors and Senior Vice President on all action items as necessary
    • Coordinate and serve as on-site/virtual day-of point of contact for all other regular and ad hoc VIDD-wide events
    • Manage the VIDD Faculty Initiatives including the Request for Applications (RFA) process with the VIDD EC, RFA and application template review, timeline, collecting and reviewing submissions for completion, answering questions related to the RFA, collating all applications, developing a scoresheet and materials for the VIDD EC review, taking notes during the review and aiding in communication of results
    • Coordinate and prepare Division-wide communications in partnership with the Senior Operations Director including, but not limited to, content development, management of organizational charts, email lists and groups (as coordinated with IT)
    • Monitor and manage the Division email inbox for VIDDAdmin in an organized, coordinated and timely manner
    • Assist VIDD faculty and team members with the implementation and administration of Center and Division policies and procedures
    • Act as a liaison with Center staff and outside individuals/organizations, answering questions and resolving problems with regard to the administration and operations of VIDD
    • Maintain and manage up to date records of VIDD space and equipment and help to anticipate space and facilities needs
  • Assist with ordering and financial management including:
    • Order supplies and minor equipment for VIDD administration
    • Coordinate preparation and monitoring of VIDD budget, maintaining accounting records of institutional accounts, ensuring allowability, and interacting with Finance and/or A/P regarding cost transfers and reconciliation questions
    • Assist with the annual fiscal year budget process, as required
  • Design, implement and report results for all VIDD surveys via SurveyMonkey
  • Serve as VIDD lead for Building and Fire Safety, organizing regular check-ins and meetings with all building captains and serving on the EH&S Board to relay any building concerns or issues
  • Organize and lead VIDD-based committees for projects, as necessary
  • Collaborate with the Faculty Affairs Office to plan faculty recruitment interviews and on-campus visits including scheduling travel, seminars and chalk talks, communication with candidates and VIDD faculty regarding candidate visits, flyer design and posting, conference room reservation and set up, catering and day-of coordination
  • Lead and coordinate the VIDD Faculty Affairs Mentorship Program including tracking meetings for each relevant faculty member (Assistant and Associate), scheduling of meetings and conference rooms and requesting and distributing relevant mentoring documents
  • Provide back-up support for faculty affairs coordination, as necessary
  • Assist VIDD faculty and leadership with special projects
  • Perform other responsibilities, as required

Qualifications

Minimum qualifications:

  • High School Diploma and minimum of 8-10 years progressively complex administrative experience, or Bachelor’s degree in relevant discipline and at least 6-8 years experience
  • Advanced knowledge of Microsoft Outlook, Microsoft Word, Excel and PowePoint
  • Extensive experience in online meeting management (Zoom and MS Teams preferred)
  • Experience in planning events
  • Experience with developing executive level reports and presentations
  • Exceptional organizational skills and proven attention to detail
  • High degree of professionalism
  • Excellent written and verbal communication skills and ability
     

Preferred qualifications:

  • Knowledge or spirit of inquiry for continuous performance improvement
  • Experience supporting senior leadership in academic environments
  • Experience using SharePoint, Tableau and web conferencing platforms
     

Key Skills and Abilities:

  • Comfortable working in a fast-paced and complex environment
  • Problem-solver and ability to jump in and help out as needed
  • Flexibility and adaptability
  • Proactive thinker and idea generator
  • Ability to think critically, work independently, and act as a team member
  • Ability to multi-task in a fast-paced environment
  • Ability to work independently and in teams
  • Outstanding interpersonal skills
  • Strong communications skills
  • Solid integrity

 

A statement describing your commitment and contributions toward greater diversity, equity, inclusion, and anti-racism in your career or that will be made through your 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 hrops@fredhutch.org or by calling 206-667-4700.

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