Administrative Coordinator II

Fred Hutchinson Cancer Research Center; Seattle (WA); On-site; USD 46,039 - 69,045; Full time

Benefits offered by this job

Medical/vision benefits

Paid vacation

Tuition reimbursement

Job summary

Fred Hutchinson Cancer Research Center is looking for an Administrative Coordinator II in Seattle. This role involves providing administrative support to faculty in the Clinical Research Division, ensuring smooth operation in a collaborative environment.

The position requires strong organizational skills and the ability to manage various responsibilities, including calendar management and travel arrangements. A commitment to excellence and the organization's mission are essential.

Salary ranges from $33.42 to $50.12 per hour based on experience/qualifications, plus a comprehensive benefits package.

Qualifications

• Requires High School/GED and six years of administrative experience or equivalent education/experience.
• Preferred: Bachelor's degree and two years of related experience.
• Experience in a research/clinical care environment is ideal.

Responsibilities

• Manage faculty calendars and coordinate meetings.
• Handle travel arrangements and reimbursements.
• Compile billing and financial information.

Skills

Attention to detail

Microsoft Office Suite

Event coordination

Problem-solving

Education

High School/GED

Bachelor's degree

Tools

Microsoft Teams

Adobe Acrobat

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.

The Administrative Coordinator II role is responsible for providing administrative support for faculty in the Clinical Research Division (CRD) at Fred Hutch Cancer Center. This position will report to the Program Operations Director, Solid Tumor Program, and assigned faculty. The culture of the Clinical Research Division administration team at Fred Hutch Cancer Center is collaborative, compassionate, and innovative. We strive for excellence via our daily activities, and we treat one another with respect while acting with integrity. We live the Fred Hutch values and seek to provide the very best service and support to faculty, patients and one another, to make progress towards our vision: To achieve life uninhibited by cancer and other diseases through seamless integration of research and clinical care.

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. This role should plan to consistently spend at least three days per week on campus.

The incumbent works independently and with supervision and mentorship from Peer Administrative Coordinators and the Program Director. This position requires an individual with solid judgment and discretion in interpreting and implementing department/project/program and Center policies and procedures within existing framework. The role requires someone that is 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.

Responsibilities

• Manage the implementation and administration of Fred Hutch and program policies and procedures in support of assigned faculty.
• Manage all assigned calendars and coordinate meetings with stakeholders on behalf of assigned faculty.
• Proactively communicate and mitigate potential schedule conflicts.
• Manage travel arrangements, including reconciliation and processing of costs and reimbursements in accordance with Fred Hutch policies and deadlines.
• Act as a liaison for assigned faculty and staff with internal and external collaborators.
• Coordinate any personnel administration functions for the program as needed by faculty and leadership.
• Coordinate preparation and monitoring of faculty CVs, and associated documents, for assigned faculty.
• Track, collect, compile and reconcile a variety of billing and financial information and reports.
• Support the production of manuscripts and publications.
• Support faculty with external collaborations, including applicable disclosures reporting and management.
• Coordinate program space and facilities requests, under the direction of leadership.
• Manage acquisition, maintenance, storage, and supply of equipment or related items in support of faculty activities.
• Develop, recommend, and implement policies and procedures related to program administration.
• Assist all assigned faculty and staff with special projects as requested.
• Provide organizational support as needed in support of program needs.
• 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.
• Duties may shift due to changing workloads.
• Track and organize the new faculty onboarding process in partnership with organizational counterparts.
• 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:

• Bachelor's degree and two years of administrative management, or related cumulative experience.
• Two years or more of progressively complex administrative experience, preferably in a research and/or clinical care environment.
• Experience with event coordination, including planning, budgeting, execution and wrap‑up.
• Experience with booking national and international travel.
• Strong Microsoft Office Suite, Outlook, Teams, OneNote, Zoom, Adobe Acrobat and online systems skills.
• Able to independently develop tracking mechanisms to ensure timely, consistent and accurate information.
• Experience with financial and data management tracking and techniques.
• Comfortable learning new technologies to successfully perform assigned tasks.
• 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.
• Experience working in the field of Biomedical Research is ideal.
• 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 $33.42 to $50.12 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. If due to a disability you need assistance or a reasonable accommodation during the application or recruiting process, please send a request to Human Resources at [e-mail] or by calling 206-667-4700.