Administrative Assistant I/II

Fred Hutchinson Cancer Center is an independent, nonprofit organization providing adult cancer treatment and groundbreaking research focused on cancer and infectious diseases. Based in Seattle, Fred Hutch is the only National Cancer Institute-designated cancer center in Washington.

 

With a track record of global leadership in bone marrow transplantation, HIV/AIDS prevention, immunotherapy and COVID-19 vaccines, Fred Hutch has earned a reputation as one of the world’s leading cancer, infectious disease and biomedical research centers. 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 value collaboration, compassion, determination, excellence, innovation, integrity and respect. These values are grounded in and expressed through the principles of diversity, equity and inclusion. Our mission is directly tied to the humanity, dignity and inherent value of each employee, patient, community member and supporter. Our commitment to learning across our differences and similarities make us stronger. We seek employees who bring different and innovative ways of seeing the world and solving problems. Fred Hutch is in pursuit of becoming an anti-racist organization. We are committed to ensuring that all candidates hired share our commitment to diversity, anti-racism and inclusion.

 

The Shared Resources (SR) Department of Research Administration (RA) Fred Hutch supports the faculty and research community through interdisciplinary sciences to accelerate innovation discovery by enabling scientific collaboration through unparalleled infrastructure including the Shared Resources supports.

 

Under the direction of the Administrative Manager, the Administrative Assistant I/II will provide support to more than 14 scientific cores with an employee base of approximately 230 people. The Shared Resources Administrative (SR Admin) team provides Core facilities with business support in areas including: operations, fiscal management, billing, fund development, and HR. The candidate will work collaboratively across RA, the Administration Division, and Scientific Divisions. This position has the potential to be a hybrid work model at our South Lake Union campus. 

The key administrative position responsible for supporting, organizing and coordinating activities for SR operations; which includes Shared Resources Senior Directors, Core Directors, and Admin team. The incumbent works independently in performing responsibilities. This role requires strong organizational and time management skills, attention to detail, the ability to effectively prioritize shifting tasks and to build strong working relationships. Judgment is used daily in interpreting policy, representing the department, interacting with Center staff, and working with highly sensitive or confidential information. Critical qualities also include exceptional written and oral communication, critical thinking, teamwork, and professional conduct.

 

Essential Tasks:

 

1. Function as a primary contact person for Shared Resources. Act as a liaison with Fred Hutch staff and outside individuals/organizations, answering questions, monitor shared inboxes, and resolving problems with regards to the administration of the department/project(s)/program/initiatives. (25%)
2. Perform administrative and clerical duties including scheduling meetings, conferences and seminars; assembling meeting agendas; collecting and compiling a variety of information; composing minutes reports and memos; office organization; travel agendas; establishing and maintaining department files in hard copy and electronic form. (40%)
   • Purchase equipment and supplies for the program, perform inventory control duties; work with purchasing department as required.
   • Arranges travel agendas and requirements, and activities as required by the leadership; performs clerical duties to include preparation of correspondence.
   • Assist with onboarding new hires by scheduling introductory meetings, arranging communication/meeting access and IT support.
   • Maintain workflows and database for scientific equipment.
   • Outlook calendar maintenance for multiple Senior Directors.
   • Planning, preparation and logistics for meetings which could include: Outlook scheduling; booking conference rooms; ordering catering; creating, proofreading and running PowerPoint presentations; recording meetings; note-taking and distribution of notes after meetings.  
   • Compile content for monthly CCSG newsletter.
3. Assist the Shared Resources Sr. Director of Finance and Operations leadership, and staff with the implementation and administration of institution, and department projects/programs/initiatives, policies and procedures. (25%)
   • Assist the leadership with the implementation and administration of Center and department policies and procedures.
   • Assist with planning, production, and distribution of department communications and newsletters.
   • Participate in the Research Administration Employee Engagement Committee and help coordinate special events including holiday party, tours, open house, and coffee chats.
   • Manage and process travel reimbursements, and credit card reconciliation.
   • Submit monthly freezer billing for the utilization of Freezer Farm spaces.
4. Perform other duties and special projects assigned (10%)

Minimum Qualifications:

 

• Administrative Assistant I 
  • High School diploma or equivalent
  • 1+ years of progressive complex administrative experience 
• Administrative Assistant II 
  • Bachelor's degree or equivalent work experience 
  • Minimum of 5 years progressively complex administrative experience

Preferred Qualifications: 

• Strong computer and word processing skills
• Knowledge in Microsoft Office Suite skills (i.e., Excel, Outlook, PowerPoint, Teams, Word), SharePoint, and Adobe.
• Collaborative and team-oriented communication style able to work effectively cross-departmentally.
• Excellent verbal and written communication skills, including the ability to propose actions, identify and illustrate opportunities, and make recommendations
• Able to grasp and apply new concepts quickly
• Ability to effectively prioritize concurrent responsibilities and meet timelines
• Ability to work independently under minimal Supervision with a wide degree of creativity and latitude.
• High level of integrity and discretion, ability to exercise good judgment and maintain confidentiality, and conduct oneself with the utmost integrity and professionalism
• Strong organizational skills, attention to detail and accuracy, flexible with the ability to effectively manage time and prioritize multiple concurrent responsibilities
• High level of initiative. Able to work independently with minimal supervision, and collaborate with a team effectively to meet deadlines
• Strong technical aptitude to quickly learn new systems and applications, and able to apply technology to improve systems and processes

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.

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The hourly pay range for the I position is from $22.63 to $32.23 and pay offered will be based on experience and qualifications.  

The hourly pay range for the II position is from $24.96 to $35.53 and pay offered will be based on experience and qualifications.  

 

Fred Hutchinson Cancer Center offers employees a comprehensive benefits package designed to enhance health, well-being, and financial security. Benefits include medical/vision, dental, flexible spending accounts, life, disability, retirement, family life support, employee assistance program, onsite health clinic, tuition reimbursement, paid vacation (12-22 days per year), paid sick leave (12-25 days per year), paid holidays (13 days per year), paid parental leave (up to 4 weeks), and partially paid sabbatical leave (up to 6 months).  

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.