Administrative Coordinator II, Business Development

Job ID
20785
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 Administrative Coordinator II administratively supports the Business Development (BD) team and represents the entire BD office in interactions both internally and externally. The incumbent must be customer and relationship-centered, collaborative and an exceptional communicator. They will provide comprehensive administrative support including complex written correspondence, meeting planning, travel plans, routine and special event coordination, budgeting, supply management, operations support, and calendaring for the BD Directors and team, as needed. Fluid management of projects assigned or proactively sought is critical. The coordinator must be able to anticipate needs, clear obstacles, and identify and take ownership of projects that need to be done.

Responsibilities

  • Provide office coordination and general support to the Office of BD while acting as the primary contact person for all internal and external inquiries
  • Manage confidential information and directing of administrative workflow
  • Provide comprehensive administrative support to the Directors, which includes composing documents, reports, and complex written correspondence; extensive calendaring; coordinating meeting and event planning for both internal and external Fred Hutch events; travel arrangements; clerical duties; and call management
  • Coordinate logistics for special events, seminars and site visits with industry and collaborative partners; communicate with multiple stakeholders and departments and coordinate complex scheduling related to these events
  • Coordinate internal Fred Hutch seminars and events
  • Manage travel planning and back-end financial reconciliation related to travel expenses across the BD team
  • For significant events and meetings, including on-site and off-site:
    • Develop and manage own event timelines. Assist BD staff on higher profile events to maintain timelines for those events.
    • Manage all aspects and details of own events from conception to completion. Project manage aspects of larger events (i.e. registration and seating for events), and assist BD staff wherever needed.
    • For onsite meetings / events: Coordinate day of event logistics – from set up and registration to troubleshooting throughout event to post event clean up and follow-up communications.
  • Act as backup contact for BD staff
  • Approve monthly departmental requirements, including Time and Effort payroll information
  • Reconcile monthly procard statement expenses for BD team
  • Purchase equipment and supplies for the department, obtain estimates as required and perform inventory control duties; work with purchasing department as required.
  • Coordinate onboarding logistics for new hires, including space preparation, computer deployment, access permissions, etc.
  • Triage incoming inquiries and requests to appropriate team member; monitor main phone line, email inboxes
  • Sort incoming mail and prepare outgoing shipments, as needed
  • Assist the BD Operations team with records maintenance, data integrity efforts and expense reconciliation.
  • Other administrative duties, as assigned

Qualifications

  • Bachelor’s degree, and a minimum of 2 years of experience in event, program, or similar coordination
  • Must have excellent interpersonal communication skills
  • Must be able to work effectively on concurrent, diverse projects
  • Must be able to work under the pressure of deadlines and maintain attention to detail
  • Must be able to work nights and weekends as required by special events
  • Training and experience in the management of volunteer or educational programs preferred

 

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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