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.

 

We are seeking an Administrative Coordinator II to support the exciting research and clinical programs of Dr. Heather Greenlee. Dr. Greenlee leads the Integrative Medicine clinic at Fred Hutch as well as a research team focused on cancer prevention and survivorship. Dr. Greenlee’s research program is studying how a broad range of lifestyle interventions (diet, physical activity, weight management) and Integrative therapies (acupuncture, etc.) can affect cancer prevention and survivorship, especially in under resourced and vulnerable populations. The Greenlee Team also supports the Cook for Your Life website (www.cookforyourlife.org), a bilingual website promoting nutritional health and well being for cancer patients and survivors worldwide.

 

The Administrative Coordinator II will perform a variety of vital administrative and project-related tasks to support these dynamic programs. Strong skills in communication, organization, attention to detail and interpersonal relationships are critical to this position. Collaboration and cooperation are essential to functioning within a team that values a positive and interdisciplinary culture. The coordinator will work with administrative and support staff across multiple institutions, including Fred Hutch, the University of Washington (UW), as well as with collaborators nationwide.  This is a hybrid position (3 days in office) which may require infrequent evening and weekend hours depending on grant deadlines and team events.

High level administrative support (50%):

• Provide advanced administrative support to a professor-level faculty member, her research and clinical team and trainees. Identify and implement processes to improve workflow, meeting deadlines, organization and communication.
• Manage scheduling and calendaring between institutions, in collaboration with the Fred Hutch research and clinical teams and collaborators at outside institutions.
• Coordinate and edit revisions to manuscripts, articles, reports and funding proposals of a highly technical nature.  Coordinate documentation preparation with publication deadlines, grant deadlines, collaboration efforts and other projects.
• Assist with submitting manuscripts and abstracts. Track faculty and team manuscripts, abstracts, and presentations.
• Track and coordinate with other administrative personnel and grant managers on documents and deadlines related to funding agency and institutional review board submissions.
• Prepare general correspondence, including memos and email, and professional progress reports. Proofread for spelling, grammar and layout, and make appropriate edits. Responsible for accuracy and appearance of final documents.
• Assist with preparation of PowerPoint presentations, including text, preparation and insertion of figures, graphs, charts, drawing, and tables.
• Coordinate all aspects Dr. Greenlee and team member travel, including flight, hotel, necessary documentation (disclosure, copyright, video release and other forms) and reimbursements. Ensure that travel is appropriately charged, and all Fred Hutch and Program guidelines are met.
• Maintain Dr. Greenlee’s reference database, professional CV’s, NIH biosketches, other support information, manuscripts and other documentation. Ensure that all information is current and complete.

Team and project support (50%):

• Compile agendas, schedules and arrange logistics (room reservations, technical support, etc.) for team and project meetings, collaborator site visits, etc.
• Track and reconcile spending activity on multiple ProCards, ensuring that proper documentation and receipts are provided to Accounts Payable.
• Procure supplies and services for projects in Fred Hutch purchasing systems, monitor deliveries and invoice payments.
• Lead onboarding of new employees, including welcome letters and scheduling, coordination with IT, trainings, etc.
• Organize and maintain research team’s electronic files in shared folders.
• Provide other general project support for research and other programs, including management of Smartsheet tools, administrative support, document production, monitoring project-specific email accounts, website-related tasks, etc.

MINIMUM QUALIFICATIONS:

• Highschool/GED and six years of experience in progressively complex administrative environment or equivalent education/experience.

PREFERRED QUALIFICATIONS:

• High proficiency with office applications, including Microsoft Word, Excel, PowerPoint, Teams, Outlook, and Adobe Acrobat. Proficiency in EndNote is a plus.
• Ability to work in a fast-paced environment with a high level of personal organization and exemplary attention to detail.
• Excellent verbal and written business-communication skills; ability to draft clear emails, letters, agendas, and other business communications. Experience editing and proofreading documents.
• Ability to interact diplomatically and effectively with a range of professionals and staff.
• Must be flexible and able to organize multiple projects and handle changing priorities while remaining composed under pressure of deadlines.
• Impeccable record-keeping and organizational skills.
• Ability to navigate complex bureaucracy and overcome institutional obstacles.
• Maintain professional decorum and confidentiality of all sensitive materials and information in printed, electronic or verbal form.
• Must be able to work independently and have sole responsibility for assigned projects.
• Bachelor’s degree
• Experience using Smartsheet and/or EndNote
• Wordpress skills, experience working with websites
• Previous experience working in a research environment

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 this position is from $30.30 to $45.43 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 Human Resources at hrops@fredhutch.org or by calling 206-667-4700.