Administrative Coordinator I

Job ID
20485
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 Clinical Research Division (CRD) has an opportunity for a detail-orientated Administrative Coordinator I. Reporting to the Faculty Affairs Manager, this position functions as part of the team that manages Academic/Scientific and Staff operations, (including affiliates and other non-employees) for the CRD and will work closely with the CRD administration team, the various departments of the central Human Resources team and the University of Washington.

 

The Administrative Coordinator will exercise discretion and the ability to continuously integrate information gathered from a variety of sources to successfully fulfill the duties of the position. The work environment requires the ability to quickly determine priorities and follow through complex processes while multi-tasking.

 

This position requires the ability to maintain a professional demeanor while dealing with highly sensitive and confidential issues in a timely manner. A successful candidate will learn to understand the organizational complexities and compliance requirements for faculty, scientific staff, and employees as well as non-employees supported by the CRD, including job types/titles and reporting relationships.

This position will process all relevant Workday actions, working with central HR contacts, program and administrative supervisors and the CRD senior and associate operations directors. The successful candidate will be able to produce and utilize Workday reports to establish effective auditing and tracking procedures to ensure the accuracy of personnel actions.

Responsibilities

Faculty Appointments & Promotions

  • Work under the direction of the Faculty Affairs Manager to provide support as part of full cycle academic appointment and onboarding processes as well as the annual reappointment and promotion process.
  • Support logistics and administrative tasks for the annual Appointments and Promotions meeting.
  • Support logistics for virtual and in-person faculty candidate visits.
  • Participate in annual merit review process, implementing appropriate tools and procedures.
  • Workday tasks may include: Faculty rank and appointment, compensation and FTE changes.
  • Other duties as assigned.

 

Data Maintenance and Communications

  • Coordinate an annual process to update and track faculty data which includes sending communication to collect CVs and Augmented CVs. Ensure that faculty CVs are current in relation to Research Administration guidelines.
  • Maintain electronic personnel files in a consistent manner.
  • Maintain CRD email distribution lists.
  • Provide backup support for the CRD Seminar Series, coordinating speakers and tasks as required.

 

CRD Scientific Staff & Non-Employee Support

  • Guarantee WorkDay actions are completed accurately and timely for scientific staff appointments, promotions and terminations.
  • Guarantee WorkDay actions are completed accurately and timely for non-employee appointments and terminations.
  • As directed, review and approve Workday actions on behalf of the Senior Operations Director.
  • Monitors time reporting reports and works with Research Administrators to ensure employee time is entered and approved
  • Understand CRD Scientific Staff Appointment Guidelines.
  • Participate in annual merit review process, implementing appropriate tools and procedures.

 

CRD Staff Employee Support

  • Confirm WorkDay actions are completed accurately and timely for CRD staff positions.
  • As directed, review and approve Workday actions on behalf of the Senior Operations Director.

 

Compliance

  • Ensure compliance with Division and Organization-wide policies as they relate to assigned WorkDay actions.

 

Administrative

  • Perform administrative duties, as needed, including but not limited to:Participate in Division Administration projects, activities and meetings as requested
  • Assist with making updates to CRD Intranet site
  • Perform related duties as assigned

Qualifications

MINIMUM REQUIREMENTS

  • Bachelor’s degree and five years of experience OR an equivalent combination of experience and education.
  • Strong computer and word processing skills and proficiency with a variety of software packages including the Microsoft suite of products (Excel, Word, email) as well as Zoom and other online meeting and document sharing tools.
  • Outstanding organizational skills and strong initiative and follow-through.
  • Excellent problem solving, attention to detail, precision and the ability to adeptly manage multiple priorities.
  • Strong data entry skills and ability to use database tools.
  • Strong interpersonal skills and ability to communicate effectively at all levels within an organization.
  • Ability to maintain positive work atmosphere and handle confidential or sensitive information.
  • A cover is required for this application. 

 

PREFERRED QUALIFICATIONS:

  • Proficiency with Adobe Experience Manager.
  • Working knowledge of PeopleSoft and iCIMS.
  • Proficiency in Workday.

 

Fred Hutch has a mandatory COVID-19 vaccine requirement, with exceptions only for approved medical or religious accommodations.
As a condition of employment, newly hired employees must provide proof of vaccination or initiate the accommodations process before their first day of employment. 

 

A statement describing your commitment and contributions toward greater diversity, equity, inclusion, and antiracism 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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