Administrative Coordinator 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 Administrative Coordinator II will support the implementation of research, scholarship and program development. The Coordinator will provide complex project support for programs within the department provided at all Fred Hutch Cancer Center (FHCC) sites. The Coordinator will support programs of clinical rotations from Universities within FHCC sites, in accordance with Washington State Department of Health regulations, clinical staff development and academic programs within the community. They will also support the development of research and materials for staff participation in local, state, national and global forums for presentations, and publication of work. The individual will be closely engaged in establishing and supporting a new program for workforce development in heath care and supporting the delivery of CE accredited oncology clinical knowledge and practicum across the region via live presentations as well in on demand format.

 

• Create, implement and adjust staffing schedules.
• Manage billing paperwork.
• Generate reports.
• Create correspondence, documents and presentations.
• Provide coverage for team members as appropriate for your level of responsibility.
• Identify and resolve operational problems.
• Schedule travel as needed for team members.
• Manage department/unit internal communications.
• Create and maintain the department/program SharePoint page.
• Coordinate Community outreach and external communications.
• Organize events.
• Identify and triage budget issues - provide context and research the cause of issues or discrepancies.
• Supports the budgeting process (gathering and compiling data, monitoring budget variance, and preparing reports).
• Propose/participate/advise in the development of the department/program/unit's strategic plan.
• Assess, interpret, develop, and recommend content for policies and procedures for the program or unit.
• Manage and triage incoming requests.
• Serve as a point of contact for the department and liaison to other departments.
• May review timesheets and approve as needed.
• May lead or supervise staff.

In addition to primary responsibilities listed in job description this position assist the Director in the planning, coordination, and implementation of administrative functions for Research, Scholarship and Program Development department. Keeps director’s calendar, coordinates project deadlines and details. The research and program coordinator interfaces and works collaboratively with leadership and colleagues in FHCC, Administration, UW, and Community sites, in addition to various regulatory agencies, non-profit organizations, and health care institutions

 

• Assist in the process of grant research and writing.
  
• Assists director in identification of new funding opportunities for research supporting the
  advancement of care.
  
• Carries out special assignments or projects as needed or as assigned by department director.
  
•  Tracks budgets for programs within the department and for all external reporting requirements.
  
• Serves as resource for the department and assists staff with questions, concerns, etc.
  
• Create and make recommendations about policy and daily operations within the department.
  
• Onboarding of new staff in the department
  
• Coordination of onboarding of students
  
• Other duties as assigned

Required:

• A cover letter describing your interest and fit for this role is required.
• Three years of progressively complex administrative experience. 
• High School Diploma or equivalent 
• Experience in budget tracking and preparation
• Works with a large degree of independence and uses judgment and discretion in carrying out duties.
  
• Strong written and verbal skills
  
• Must be able to maintain a pleasant, calm, and empathic demeanor in difficult or sensitive situation.
• Able to multi-task, move from one task to another quickly, and be adaptable to changing priorities and circumstances
• Customer service skills.
• Ability to work independently and as part of a team as the situation requires.
• Ability to work in a fast paced, complex healthcare environment.
• Critical thinking skills.
• Ability to communicate verbally in person, on the phones, and in writing in a clear, concise and professional manner.
• Demonstrates initiative as evidenced by advancing technical skills, sharing knowledge with others and taking on more responsibility. 
• Ability to take initiative and use sound judgement in carrying out responsibilities.
• Strong organizational skills.
• Ability to navigate team and organizational dynamics.
• Advanced ability in the use of the Microsoft Office Suite (Word, Outlook, PowerPoint, Excel).
• Basic knowledge of medical terminology may be required for certain roles.
• Ability to prioritize concurrent responsibilities and demands for self and work team.
• Ability to facilitate and present in meetings.
• Ability to leverage resources and creatively resolve problems related to your work team.
• Ability to interpret complex data.
• Ability to listen, summarize, and document information.
• Ability to quickly and accurately enter data via keyboard (for certain roles).
• Ability to prepare, monitor, and interpret budgets including analysis of variances.

Preferred: 

• Associate or Bachelors Degree
• Basic experience with electronic file sharing.

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.

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The hourly pay range for this position is from $29.42 to $44.11 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.