Administrative Coordinator I/II

Job ID
23531
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 to 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.

 

Responsible for providing administrative support, including planning, coordination, and implementation of various projects and activities for Hematology Oncology faculty and the research program, within the Clinical Research Division, under the direction of the Program Manager. 

 

The incumbent works independently and with supervision and mentorship from Peer Administrative Coordinators and the Program Manager.  This position requires an individual with solid judgment and discretion in interpreting and implementing department/project/program and Center policies and procedures within existing framework.  The Administrative Coordinator I/II position requires someone that is proactive and able to be independent in managing multiple work activities, working with a variety of staff and focused in supporting an active faculty group of 4 with an expectation of providing some backup, as needed, to other faculty.

Responsibilities

  • Assist Investigators and staff with the implementation and administration of Center and program policies and procedures.
  • Manage all Outlook calendars and related travel arrangements, to include reconciliation and processing of costs and reimbursements in accordance with Center policies and deadlines.
  • Act as a liaison with Center staff and outside individuals/organizations, answering questions and resolving problems with regard to the administration of the program.
  • Coordinate with the Division, and Associate Vice President (AVP), any personnel administration functions for the program including submission of employment requisitions, salary administration, payroll processing, separations, coordination of performance evaluations, and various personnel action completion.
  • Coordinate preparation and monitoring of CVs for all faculty, including document preparation in support of clinical trials and related research activities.
  • Perform complex administrative responsibilities including collecting and compiling a variety of billing and statistical information and reports and overseeing production of manuscripts and publications.
  • Coordinate program space and facilities, working with the Division and AVP, and support any space changes needed in support of faculty and related staff needs.
  • Manage acquisition, maintenance, storage, and supply of equipment or related items in support of faculty research and related work activities.
  • Coordinate any grant preparation process, producing accompanying reports and non-technical sections, and assembling proposal, reviewing for accuracy and completion prior to submission.
  • Develop, recommend, and implement policies and procedures related to program administration.
  • Assist all Investigators with special projects as requested.

Qualifications

MINIMUM QUALIFICATIONS

 

Administrative Coordinator I:

  • Bachelor's degree.
  • Five years of progressively complex administrative experience.
  • Experience in budget monitoring. 
  • Experience with event coordination.
  • Travel booking and coordination both domestic and internationally.
  • Strong Microsoft Office Suite and on-line systems skills.
  • Possess a strong focus on accuracy and attention to details.

Administrative Coordinator II:

  • Bachelor's degree.
  • Six years of progressively complex administrative experience.
  • Experience in budget preparation. 
  • Experience with event coordination.
  • Travel booking and coordination both domestic and internationally.
  • Strong Microsoft Office Suite and on-line systems skills.
  • Possess a strong focus on accuracy and attention to details. 

PREFERRED QUALIFICATIONS:

  • Five years or more of progressively complex administrative experience in a research and/or clinical care environment.
  • Experience working with faculty engaged in Clinical Trials Research and an understanding of IRB and related protocol preparation preferred.

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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