Program/Department Coordinator II (Salaried)

Job ID
23394
Type
Regular Full-Time
Location
US-WA-Multiple Locations
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.

 

This position directly reports to and supports the Director of Service Line for Community Practices.  This role also support the Medical Director for Community Practices.

 

The Program or Department Coordinator II uses independent judgment and discretion in representing large/complex program(s) or department(s) by serving as the primary point of contact. This role is responsible for the development and execution of work processes and serves a subject matter expert within the program or department.  This role provides both administrative and strategic support towards achieving the overall goals of the program or department.  In addition, this role may have the responsibilities of a Program or Department Coordinator I. 

Responsibilities

  • Serve as a point of contact representing the Fred Hutchinson Cancer Center Community Sites to other departments, individuals and outside organizations.
  • Support and manage projects for Community Sites through data collection and data management, setting project goals and timetables and insuring research and administrative tasks are completed.
  • Schedule meetings (zoom or conference rooms) and teleconferences; ensure meetings are coordinated from a technical perspective (e.g., Zoom is setup and launched, conference line is set up, functioning phone line, etc.).
  • Manage calendars for the Director of Service Line and Medical Director of FHCC Community Sites.
  • Create content for meetings including documents, presentations, correspondence, in collaboration with the Director(s) and other team members.
  • Identify areas of opportunity for organization via project trackers, reporting needs and data analysis.
  • Onboard new staff by helping to develop educational materials, coordinating onboarding meetings and requesting access to programs/applications.
  • Identify, research and determine resolutions to budget issues. 
  • Serve as a point of contact representing the department to other departments, individuals and outside organizations.
  • Manage projects that support business operations by designing project/study methodologies, data collection and data management, setting project study goals and timetables and insuring research and administrative tasks are completed.
  • Interpret regulation and draft and interpret policies, procedures and best practices for the department or unit as it relates to the business function of the unit or ongoing stakeholder education.
  • Identify and resolve operational issues with authority to deviate from established policies and procedures without prior approval.
  • Plans, organizes and oversee events, determining and securing necessary resources, setting agendas and negotiating rates and contracts as needed.
  • Determine reporting needs and analyzes data.
  • Determine content, design and write correspondence, documents and presentations.
  • Onboard new staff.
  • May supervise staff.
  • May review time sheets and approve as needed.

Qualifications

Required:

  • High School Degree or equivalent.
  • Minimum three years experience.
  • Critical thinking skills.
  • Advanced ability in the use of the Microsoft Office Suite (Word, Outlook, PowerPoint, Excel, Teams).
  • Experience with electronic file sharing and handling of PHI.
  • Critical thinking skills.
  • Ability to take initiative and use sound judgment in carrying out responsibilities.
  • Ability to work in a fast paced, complex healthcare environment.
  • Customer service skills.
  • Ability to prioritize concurrent responsibilities and demands.
  • Basic knowledge of medical terminology may be required for certain roles.
  • Strong organizational skills.
  • Demonstrates initiative as evidenced by advancing technical skills, sharing knowledge with others and taking on more responsibility (re-word to capture spirit of taking initiative an continual learning).
  • Advanced ability in the use of the Microsoft Office Suite (Word, Outlook, PowerPoint, Excel).
  • Ability to work independently and as part of a team as the situation requires.
  • Ability to communicate verbally in person, on the phones, and in writing in a clear, concise and professional manner.
  • Ability to facilitate and present in meetings.
  • Ability to navigate team and organizational dynamics.
  • Ability to prepare, monitor, and interpret budgets including analysis of variances.

 

Preferred:

  • Associate or Bachelor's Degree.
  • Basic experience with electronic file sharing.
  • Supervisory experience preferred. 
  • Licenses/Certifications/Reistrations dependent on need by department, program or unit.

 

SCCA has a mandatory COVID-19 vaccination policy, and there are no exceptions for any employee who is patient-facing and/or requires access to SCCA facilities.

Exceptions exist only for employees whose positions are fully remote, with no required access to campus. As a condition of employment, newly hired employees requiring access to campus 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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