Administrative Assistant I-II

Job ID
20646
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), one of five scientific divisions at Fred Hutch, 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 comprised of three research programs—Biostatistics, Bioinformatics & Epidemiology (IVD), Immunology & Vaccine Development (IVD), and Infectious Disease Sciences (IDS). The IVD Program oversees a comprehensive and complex array of program activities for more than 12 Principal Investigators, over 200 employees and a research portfolio of over $300M in total costs.

 

The IVD Program has an outstanding opportunity for an Administrative Assistant I-II. This position will provide complex administrative support for faculty in the IVD Program including calendar management, travel coordination, CV and biosketch management, credit card reconciliation, HR delegation efforts and other duties as assigned. Independent judgment will be used daily in interpreting policy, interacting with faculty and outside organizations, and working with highly sensitive or confidential information.

Responsibilities

  • Manages calendars and travel for assigned faculty.
  • Performs administrative duties to include preparation of correspondence, meeting minutes and agendas, manuscripts, etc. and has responsibility for office operations. Consistently organize and reprioritize tasks quickly.
  • Purchase equipment and supplies for the faculty and program, obtain bids as required and perform inventory control duties; work with purchasing department and program fiscal staff, as required.
  • Process internal and external requests for information. Assist with facilitating the communication with the faculty.        
  • Process expenditures including credit card reconciliation, travel expenses, etc.
  • Establish procedures and interpret and apply administrative policies to the work unit.  Ensure that policies protect sensitive or confidential information.
  • Word process correspondence, CVs, biosketches and technical material (i.e. reports, manuscripts) for the assigned faculty.
  • Coordinate meetings including catering, room reservations, meeting document prep, travel logistics, etc. 
  • Coordinate onboarding and offboarding activities for lab personnel within the IVD Program and serve as an HR delegate on time reporting and HR actions, as approved by the faculty.
  • Perform projects specific to the faculty/program. 
  • Perform other duties as assigned.

Qualifications

Admin Assistant I

  • Bachelor's degree or equivalent work experience. additional experience may substitute for educational requirement. 
  • Minimum of four years progressively complex administrative experience.
  • Exceptional organizational skills are required.
  • Strong computer and word processing skills.
  • Proficiency with a variety of software packages (MS Word, Excel, Access Power Point).
     

Admin Assistant II

  • Bachelor's degree or equivalent work experience - additional experience may substitute for educational requirement. 
  • Minimum of five years progressively complex administrative experience.
  • Strong computer and word processing skills. 
  • Proficiency with a variety of software packages. 
  • Budget experience.

 

 

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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