Administrative Coordinator II

Job ID
23610
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.

 

This is a full-time position to directly support three Infectious Disease Sciences (IDS) Program faculty in the Vaccine and Infectious Disease Division with their research teams and two of the faculty with clinical leadership roles. The incumbent works independently in performing projects and tasks. Judgment is used daily in interpreting policy, representing the faculty member, interacting with Center staff and outside individuals/organizations, and working with highly sensitive or confidential information. The candidate will join a team of more than a dozen researchers within the faculty’s research teams.

Responsibilities

  • Provide direct support to the faculty member; coordinate office/laboratory operations, prepare background information in preparation for faculty’s professional commitments and meetings; maintain faculty member's calendar and use critical judgment to determine meeting priorities; coordinate arrangements for meetings at destination; screen, prioritize, and distribute mail.  
  • Assist the Directors of Infection Prevention and Antimicrobial Stewardship/Outpatient Parenteral Antimicrobial Therapy (OPAT) Programs in each of their physician leadership roles by facilitating proper communication and dissemination of information, and in ensuring that education needs are stewarded effectively and accurately in support of the Programs. This includes maintaining complex meeting and event calendar, planning meetings and travel, and drafting detailed minutes of recurrent and ad hoc meetings.
  • Manage IDS social media platforms, which include Instagram, Facebook and Twitter. The individual is responsible for sourcing content and developing messages across the platforms to increase awareness and engagement for the IDS/OPAT Program(s).
  • Assist faculty members in management, coordination and review/updates of Standard Practice guidelines for the Infectious Disease (ID) Consult Service on an annual basis.
  • Organize and facilitate Affinity Group Meeting and coordination of visiting faculty, including travel, meeting schedule and associated responsibilities.
  • Maintain reference database and filing system for faculty member including, but not limited to: professional CV’s and Biosketches, Other Support Information, Manuscripts, Endnote and other documentation.  Ensure that all information is up to date, as needed.
  • Responsible for independently drafting/recording minutes; compose and/or type letters, acknowledgements, notifications, confidential and sensitive materials, Internet searches, etc.
  • Act as a liaison with appropriate center staff, other member organizations within the Fred Hutch, under the direction and guidance of the Directors, and outside individuals/organizations; answering questions and resolving problems with regard to the administration of the department/project(s)/program.
  • Develop a working knowledge of key faculty and staff within the various Fred Hutch departments and divisions to facilitate effective and independent communication and administration. This may require attending various staff meetings within the program.
  • Coordinate documentation preparation with publication deadlines, grant deadlines, collaboration efforts and other projects. 
  • Gather and compile data for contract and grant proposals, produce reports for research/grant proposals and other internal/external reports of complex nature.
  • Perform other duties as assigned.

Qualifications

  • Bachelor’s degree in related field.
  • Minimum of six years of progressively complex administrative experience with previous experience in a research or clinical health setting preferred. Additional experience may substitute for educational requirement.
  • Ability to handle multiple projects at one time (planning and prioritization),
  • Strong editing and writing skills, and excellent communication skills with outstanding attention to detail.
  • Must have skills at solving problems that involve excellent judgement and independent thinking.
  • Experience with event coordination
  • Experience with booking and coordination for both domestic and international travel
  • Expertise in Word, Outlook, PowerPoint, Excel, Endnote, SharePoint, Adobe software, video conferencing platforms (Microsoft Teams, Zoom) and multiple social media platforms is required.
  • Knowledge of medical terminology is desirable.

Fred Hutchinson Cancer Center 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, prior to their first day of employment:
Provide proof of being fully vaccinated against COVID-19 ; OR
Initiate the accommodations process to request a religious or medical accommodation (medical accommodations require a healthcare provider’s certification).

 

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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