Administrative Coordinator II - Clinical Research Division

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

Benefits offered by this job

Medical benefits

Vision/Dental

Paid vacation (12-22 days)

Paid sick leave (12-25 days)

Paid holidays (13 days)

Parental leave (up to 4 weeks)

Tuition reimbursement

Onsite health clinic

Employee assistance program

Job summary

Fred Hutchinson Cancer Center is seeking an Administrative Coordinator II to support Hematology Oncology faculty within the Clinical Research Division. The role involves independent work with supervision, managing calendars, travel, and complex administrative tasks for a 10-member faculty group.

The position requires proactive handling of procedures, strong judgment, and the ability to coordinate with various staff. Hybrid work arrangement and backup support to other faculty are expected.

Qualifications

• Requires High School/GED and six years of administrative or relevant experience OR equivalent education/experience.
• Bachelor's degree preferred; five years plus progressively complex admin experience in research/clinical care.
• Experience with Clinical Trials/IRB protocol prep preferred.

Responsibilities

• Assist Investigators and staff with Center and program policies and procedures.
• Manage Outlook calendars and travel arrangements with cost reconciliations.
• Liaise with Center staff and external parties to address program administration questions.
• Coordinate personnel administration for the program including requisitions, payroll, and evaluations.
• Prepare CVs for faculty and support clinical trials documentation and reimbursements.
• Compile billing, statistics, manuscript production, and faculty bibliographies.
• Coordinate space, facilities, and equipment for faculty and staff needs.
• Support grant preparation, reports, and non-technical sections.
• Develop and implement program administration policies and procedures.

Skills

Microsoft Office Suite

Event coordination

Travel coordination

Education

Bachelor's degree

High School/GED + 6 years experience

Tools

Outlook Calendar

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 providing administrative support, including planning, coordination, and implementation of various projects and activities for Hematology Oncology faculty and the research program, within the Clinical Research Division, under the direction of the Program Manager.

The incumbent works independently and with supervision and mentorship from Peer Administrative Coordinators and the Program Manager. This position requires an individual with solid judgment and discretion in interpreting and implementing department/program and Center policies and procedures within existing framework. The Administrative Coordinator II position 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 of 10 with an expectation of providing some backup, as needed, to other faculty.

This is hybrid role.

Cover letter are preferred.

Responsibilities

• Assist Investigators and staff with the implementation and administration of Center and program policies and procedures.
• Manage all Outlook calendars and related travel arrangements, to include reconciliation and processing of costs and reimbursements in accordance with Center policies and deadlines.
• Act as a liaison with Center staff and outside individuals/organizations, answering questions and resolving problems with regard to the administration of the program.
• Coordinate with the Division, and Associate Vice President (AVP), any personnel administration functions for the program including submission of employment requisitions, salary administration, payroll processing, separations, coordination of performance evaluations, and various personnel action completion.
• Coordinate preparation and monitoring of CVs for all faculty, including document preparation in support of clinical trials and related reimbursements, and related research activities.
• Perform complex administrative responsibilities including collecting and compiling a variety of billing and statistical information and reports, overseeing production of manuscripts and publications, and maintenance of faculty bibliographies.
• Coordinate program space and facilities, working with the Division and AVP, and support any space changes needed in support of faculty and related staff needs.
• Manage acquisition, maintenance, storage, and supply of equipment or related items in support of faculty research and related work activities.
• Assist with grant preparation process, producing or formatting accompanying reports and non-technical sections, reviewing for accuracy and completion prior to submission.
• Develop, recommend, and implement policies and procedures related to program administration.
• Assist all Investigators with special projects as requested.

Qualifications

MINIMUM QUALIFICATIONS:

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

PREFERRED QUALIFICATIONS:

• Bachelor's degree.
• Five years or more of progressively complex administrative experience in a research and/or clinical care environment.
• Experience working with faculty engaged in Clinical Trials Research and an understanding of IRB and related protocol preparation preferred.
• Two or more years or more of progressively complex administrative experience, preferably in a research and/or clinical care environment.
• Strong Microsoft Office Suite and on-line systems skills.
• Possess a strong focus on accuracy and attention to details.
• Experience with event coordination.
• Travel booking and coordination both domestic and internationally.

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/and 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.