Administrative Coordinator I-II

Job ID
24748
Type
Regular Full-Time
Location
US-WA-Seattle
Category
Administrative Support

Overview

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.

 

This new role is part of a team of Research Administrators and Administrative Coordinators that provides support to faculty in the Clinical Research Division (CRD). The Administrative Coordinator I/II will provide general administrative support to the Section Heads for Hematologic Malignancies and Cancer Medicine and support the excellent delivery of various faculty-focused Divisional and Sectional programs, events, and initiatives. The Administrative Coordinator reports to the CRD Associate Vice President.

Responsibilities

General Administrative Support: 

  • Assist with calendar management, travel arrangements, reimbursements
  • Monitor Section Head administrative budgets and provide regular and timely updates, including funds disbursed, committed and available
  • Create meeting agendas and take and distribute minutes for Division/Section/Committee meetings
  • Help create and distribute Section communications
  • Other activities as required (e.g., updating of Section Head CV, biosketch, collating data and reports required by central administration or the Directors Office)

 

Divisional Programs 

  • Coordinate faculty mentorship program 
  • Track faculty mentorship assignments and program requirements 
  • Assist with scheduling mentorship meetings as needed 
  • Maintain mentorship guideline documents 
  • Coordinate activities for the divisions three focus areas: Hematologic Malignancies, Hematology and Cancer Medicine: 

 Seminar Series Support and Administration 

 

Coordinate the current twice weekly seminar series during the academic year, with both internal and external guest speakers (excluding promotion and reappointment lectures, search candidates and coordinating with administrators of host faculty)

  • Liaise with Division, Center and Consortium staff and outside individuals for the seminar series and with those arranging the day-of schedule of events
  • Maintain the master schedule of speakers for the academic year (approximately 70 seminars per year)
  • Obtain signed speaker consent form
  • Arrange external speaker travel reservations and process travel reimbursements and honoraria
  • In partnership with the host faculty administrator, confirm speaker meeting schedules
  • Reserve conference rooms and order catering as required
  • Coordinate production, printing, and distribution of seminar flyers
  • Manage seminar/education budget
  • If virtual or hybrid meeting:
    • Liaise with the Center Audio Visual Team, as needed
    • Create Zoom link for seminar
    • Day of virtual seminar- start Zoom meeting and record seminar
      • Manage waiting room
      • Monitor question and answer chat, if appropriate
      • Send recording mp4 to Audio/Visual Department for upload to weblink

 

Division/Section Retreat: 1-3 day annual or biannual event on campus or offsite

 

  • Assist Associate Vice President with coordination of retreat planning and budget
  • Liaise with retreat venue to plan and confirm logistics and onsite contacts
  • Ensure appropriate contract is in place and purchasing procedures followed
  • Liaise with CRD staff for retreat information, RSVPs, reminders
  • Confirm details with speakers
  • Create day of schedule of speakers, events, and breaks
  • Coordinate t-shirt production and order
  • Manage retreat budget

 

Faculty Dinners

 

  • Work with Section Heads and Faculty representatives to create calendar for small group dinners, targeting six per year.
  • Confirm arrangements for the meeting (home or restaurant)
  • Send invitations and manage the guest list, including gathering and communicating any dietary restrictions
  • Process any required invoices/reimbursements

 

Special Division/Section Events

 

  • Plan and ensure appropriate arrangements for retirements, special celebrations, and holidays
  • Coordinate production, printing, and distribution of event flyers
  • Liaise with CRD staff for event information and day of onsite contact for catering and conference booking
  • Reserve conference room and coordinate room setup
  • Order catering

 

 

Other:

  • Build and maintain strong working relationships with faculty, scientific staff, research administrators, administrative departments (e.g., Finance, Communications) and peers across the organization. 
  • Support the Faculty Affairs team with new faculty onboarding and scheduling first week activities and introductions
  • Perform other duties as assigned. 

Qualifications

Minimum Qualifications for Administrative Coordinator I: 

  • Bachelor’s degree.
  • Minimum of 5 years of progressively complex administrative experience. 
  • Strong organizational skills and attention to detail. 
  • Advanced skills in Microsoft Office Suite. 
  • Competency working with individuals in remote work setting. 
  • Experience with MS Teams and other virtual platforms. 
  • Ability to learn new platforms, as needed, to coordinate hybrid and virtual events. 
  • Ability to develop, plan and implement short- and long-range goals, including project timelines and milestones. 
  • Excellent verbal and written communication skills and the ability to communicate effectively with personnel from a variety of levels. 
  • Ability to work independently and as a part of the team. 
  • Ability to prioritize effectively, plan, problem-solve and meet goals in a deadline-driven environment. 
  • Ability to identify and take advantage of new opportunities, best practices, and potential partnerships. 

Minimum Qualifications for Administrative Coordinator II: 

  • Bachelor’s degree. 
  • Minimum of 6 years of progressively complex administrative experience. 
  • Strong organizational skills and attention to detail. 
  • Expense and budget management.
  • Advanced skills in Microsoft Office Suite. 
  • Competency working with individuals in remote work setting. 
  • Experience with MS Teams and other virtual platforms. 
  • Ability to learn new platforms, as needed, to coordinate hybrid and virtual events. 
  • Ability to develop, plan and implement short- and long-range goals, including project timelines and milestones. 
  • Excellent verbal and written communication skills and the ability to communicate effectively with personnel from a variety of levels. 
  • Ability to work independently and as a part of the team. 

Ability to prioritize effectively, plan, problem-solve and meet goals in a deadline-driven environment. 

  • Ability to identify and take advantage of new opportunities, best practices, and potential partnerships. 

Characteristics and Attributes: 

  • Persistence, adaptability, emotional intelligence, curiosity, and diplomacy. 
  • Comfortable interacting with faculty and executive staff, as well as peers and representatives from other administrative departments. 
  • Demonstrated commitment to a diverse, equitable and inclusive workforce and work environment. 
  • Strong people skills and the ability to work effectively with a wide range of constituencies in a diverse community while building and maintaining positive relationships. 
  • Highly flexible and able to change focus easily. 
  • Demonstrated ability to work in a team environment and meet goals in a timely manner. 
  • Ability to professionally triage and troubleshoot while using independent judgment. 
  • Willing to ask for direction if given unclear projects or tasks. 
  • Willing to suggest process improvements and challenge the status quo.
  • Ability to handle confidential and sensitive information with professionalism.

Preferred Qualifications: 

  • Calendar management experience. 
  • Project Management experience
  • Supervisory experience 

This position is patient facing and/or requires access to Fred Hutch clinical facilities. As such, full COVID-19 vaccination is required as a condition of employment, without exception. Booster doses are strongly recommended but not required. If declining a booster, completion of the COVID-19 Vaccination Status Form Questionnaire and COVID-19 Booster Declination Training is required. Because of our immunocompromised patient population, there are no medical or religious accommodations available for any employee who is patient facing and/or requires access to Fred Hutch clinical facilities. Only employees whose positions are fully remote, who are not patient facing and/or require no access to clinical facilities, may apply for medical or religious accommodations. As a condition of employment, 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.


The hourly pay range for the I position is from $27.51 to $39.18 and pay offered will be based on experience and qualifications.  

The hourly pay range for the II position is from $29.42 to $44.11 and pay offered will be based on experience and qualifications.  

 

This position may be eligible for relocation assistance.

This position may be eligible for a sign-on bonus.

 

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).  

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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