Administrative Assistant II

Job ID
23267
Type
Regular Full-Time
Location
US-WA-Seattle
Category
Administrative Support

Overview

Fred Hutchinson Cancer Center is an independent, nonprofit, unified adult cancer care and research center that is clinically integrated with UW Medicine, a world leader in clinical care, research and learning. The first National Cancer Institute-designated cancer center in the Pacific Northwest, Fred Hutch’s global leadership in bone marrow transplantation, HIV/AIDS prevention, immunotherapy, and COVID-19 vaccines has confirmed our reputation as one of the world’s leading cancer, infectious disease and biomedical research centers. Based in Seattle, Fred Hutch operates eight clinical care sites that provide medical oncology, infusion, radiation, proton therapy, and related services, and network affiliations with hospitals in five states. Together, our fully integrated research and clinical care teams seek to discover new cures for the world’s deadliest diseases and make life beyond cancer a reality.

 

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 Assistant II will perform general administrative duties for the Diversity, Equity & Inclusion Core that include providing support to our managers and employees and assisting in daily office needs. The role works independently in performing responsibilities to ensure efficient operation of the office with a highly collaborative and dynamic team. Judgment is used daily in interpreting policy, representing the department or program head, and in interacting with Center staff and outside organizations.

 

The role reports to the Manager of Strategic Initiatives. This is a hybrid position that will work on campus as needed with an option to work remotely.  Initial and ongoing work location and schedule will be discussed with the hiring manager during the interview process.

Responsibilities

  • Perform administrative duties to include office organization, data entry, records maintenance and coordination of meetings and functions with various individuals and organizations. Examples include, developing and maintaining cloud-based filing system and listserv membership
  • Represent the DEI Core to various individuals and organizations
  • Provide calendar management and support for DEI Core initiatives and meetings with effective communication across various stakeholders throughout the organization and within the team
  • Participate in the preparation of reports and presentations working directly with divisional and Center administration to ensure proper formatting and timely submission
  • Gather and compile data for contracts and grant proposals, and presentations/reports of complex nature
  • Work with Manager of Strategic Initiatives and executive assistant to monitor grants, contracts and budgets to document expenditures and verify proper accountability
  • Serve as back-up support to the Vice President and Chief Diversity & Inclusion Officer (VPCDIO) Executive Assistant for calendaring and administrative support for the VPCDIO.
  • Purchase equipment and supplies for the office; perform inventory control duties; work with purchasing department as required
  • Coordinate, schedule and manage travel, meetings and conference for the department
  • Prepare and coordinate the distribution of communications, email, correspondence, technical material (i.e. reports, manuscripts) for the department
  • Take detailed, accurate notes at various meetings, including regular Staff Meeting, DEI Steering Council, and special meetings required by the departmental managers.
  • Manage shared email inbox and function as a first contact person for the department
  • Verify and approve routine budget expenditures
  • Establish procedures and interpret and apply administrative policies to the work unit
  • Update and maintain office policies, SOPs, and training documents
  • Contribute to the coordination of affiliate program activities and other events delivered by the DEI Core, including but not limited to annual DEI Summit, MLK Celebration, etc.

Qualifications

MINIMUM QUALIFICATIONS:

  • Demonstrated interest and commitment to DEI principles and projects
  • Ability to function well and provide administrative support to colleagues in a fast paced and highly visible department, with shifting priorities and needs.
  • Bachelor's degree. Additional experience may substitute for educational requirement
  • 3 or more years progressively complex administrative experience. Additional experience may substitute for educational requirement
  • Strong computer and word processing skills
  • Proficiency with a variety of software packages and virtual meeting platforms
  • Some budget experience necessary

PREFERRED QUALIFICATIONS:

  • Proactive approach to work with strong accountability and follow-through skills
  • Basic to intermediate information technology expertise (hardware and software)
  • Previous experience in non-profit, research or healthcare settings

A cover letter  is required for this application. 

 

In addition to job duties at Fred Hutch, this position also requires access to Seattle Cancer Care Alliance, which requires COVID-19 vaccination without exceptions.
Accordingly, as a condition of employment for this Fred Hutch position, newly hired employees must provide proof of vaccination 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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