Administrative Coordinator II

Fred Hutchinson Cancer Center; Seattle (WA); Hybrid; USD 47,000 - 70,000; Full time

Benefits offered by this job

Medical/vision

Dental

Tuition reimbursement

Paid vacation

Paid sick leave

Paid holidays

Paid parental leave

Job summary

Fred Hutchinson Cancer Center in Seattle seeks an experienced administrative professional to coordinate calendars, manage meetings, and support faculty and programs. The role emphasizes proactive communication, travel arrangements, and event support in a hybrid setting with three days/week on-site at the South Lake Union campus.

The successful candidate will bring independence, strong attention to detail, and a track record of managing multiple tasks while partnering with division leadership to

Qualifications

• Requires High School/GED and six years of administrative or relevant experience OR equivalent education/experience.
• Proactive and independent in managing multiple activities while supporting faculty and leadership.
• Experience with event planning, budgeting, execution and wrap-up.
• Strong MS Office proficiency and ability to adopt new technologies.

Responsibilities

• Manage the implementation and administration of policies and procedures for the division.
• Coordinate calendars and meetings with stakeholders on behalf of faculty and programs.
• Communicate proactively to mitigate schedule conflicts.
• Arrange travel, reconcile costs, and process reimbursements per policy.
• Support events and seminars weekly; handle personnel administration tasks as needed.
• Track and reconcile billing and financial information and reports.

Skills

Administrative experience

Calendar management

Communication skills

Event coordination

Team player

Education

High School Diploma or GED

Tools

Microsoft Office Suite

Job description

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. 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.

Responsible for the planning, coordination, and implementation of administrative functions for a department/project(s)/program under the general direction of the manager. Once the incumbent has become familiar with the scope of responsibilities and is trained on use of applicable systems and tools, an independent and problem-solving approach to a diverse scope of tasks is expected.The incumbent works independently and with supervision and mentorship from peers and the Associate Operations Director.

This position is a hybrid role with a minimum three days per week at our South Lake Union campus.

Responsibilities

• Manage the implementation and administration of Fred Hutch and program policies and procedures in support of assigned faculty and the Division as a whole.
• Manage all assigned calendars and coordinate meetings with stakeholders on behalf of assigned faculty and programs.
• Proactively communicate and mitigate potential schedule conflicts.
• Manage travel arrangements to include reconciliation and processing of costs and reimbursements in accordance with Fred Hutch policies and deadlines.
• Support special events and seminars on a weekly basis.
• Coordinate any personnel administration functions for the program as needed by faculty and leadership.
• Track, collect, compile and reconcile a variety of billing and financial information and reports.
• Manage acquisition, maintenance, storage, and supply of equipment or related items in support of Division activities.
• Develop, recommend, and implement policies and procedures related to Division administration.
• Assist all assigned faculty and staff with special projects as requested.
• Provide organizational and back up support as needed in support of program needs and gaps.
• Engage as a team player in all activities, which requires a collaborative and communicative way of working to achieve the Division’s collective goals. This also involves coverage for team members while they are out of office or if duties need to shift due to changing workloads.
• Perform other duties as required.

Qualifications

MINIMUM QUALIFICATIONS:

• Requires High School/GED and six years of administrative or relevant experience OR equivalent education/experience.

PREFERRED QUALIFICATIONS:

• Solid judgment and discretion in interpreting and implementing department/project/program and Center policies and procedures within existing framework.
• Proactive and able to be independent in managing multiple work activities, working with a variety of staff and focused in supporting an active faculty group with an expectation of providing some backup, as needed, to other faculty supported by your administrative peers.
• Experience with event coordination, including planning, budgeting, execution and wrap-up.
• Strong experience with Microsoft Office Suite and familiarity with advancing technology.
• Able to independently develop tracking mechanisms to ensure timely, consistent and accurate information.
• Experience with or demonstrated ability to learn financial management tracking and techniques.
• Exceptional attention to detail and quality of work.
• Experience with in-person and virtual meeting coordination, scheduling, and planning.
• Ability to identify and take advantage of new opportunities, best practices, and build strong partnerships.
• Ability to work independently, prioritize effectively, proactively plan, problem-solve and meet goals in a deadline-driven environment.
• A process-improvement mindset, and willingness to turn new ideas into better ways of working.
• Interest in and passion for supporting the mission of Fred Hutch Cancer Center Clinical Research Division’s vision: To achieve life uninhibited by cancer and other diseases through seamless integration of research and clinical care.

The hourly pay range for this position is from $34.26 to $51.38 and pay offered will be based on experience and qualifications.Although Fred Hutch is not sponsoring most H-1B visas at this time, candidates who already hold an H-1B sponsored by another organization and are currently in the U.S. may be eligible for this position.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), and paid parental leave (up to 4 weeks).

Additional Information

We are proud to be an Equal Employment Opportunity (EEO) and Vietnam Era Veterans Readjustment Assistance Act (VEVRAA) Employer. 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 desire priority referrals of protected veterans.