Operations Administrator

Life Science Washington; Seattle (WA); On-site; USD 60,000 - 90,000; Full time

Job summary

Fred Hutchinson Cancer Center in Seattle seeks an Operations Administrator (Project Coordinator II) to coordinate and execute a broad range of program events within the Infectious Disease Sciences (IDS) Program. The role reports to the Senior Project Manager for IDS and collaborates with IDS faculty and staff.

The position supports event management, office operations, and program initiatives, with hybrid work options and cross-program collaboration to advance research and clinical objectives.

Responsibilities

• Facilitate scientific symposia, meetings, and conferences for internal and external audiences, representing the IDS Program to domestic and international faculty, researchers, and professionals.
• Collaboratively plan and coordinate recurring meetings, seminars, and special events with all aspects of event management.
• Maintain and utilize event management databases to track sponsorships, registrations, scholarships and travel awards, attendance, and other activities.
• Serve as the primary point of contact for event coordination and management, providing registration support and venue logistics throughout the event lifecycle.
• Ensure confidentiality and security of sensitive information related to participants, sponsors, faculty and staff.
• Monitor event budgets with program staff and support resource allocation.

Skills

Event planning

Administrative support

Budget tracking

Communication

Tools

Event software

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 Operations Administrator (payroll title: Project Coordinator II) is responsible for coordinating and executing a broad range of program events and activities, including scientific symposia, research conferences, meetings, and other initiatives within the Infectious Disease Sciences (IDS) Program of the Vaccine and Infectious Disease Division (VIDD) at Fred Hutchinson Cancer Center (Fred Hutch). The position also supports the development and implementation of program-wide procedures, training tools, and project management practices, while coordinating cross-program initiatives and administrative activities. This position reports to the Senior Project Manager for IDS.

The Operations Administrator manages scientific symposia and event planning, develops and maintains clinical service coverage schedules for the Infectious Disease Consult Service, and supports various aspects of office and program operations in close collaboration with the Senior Project Manager, Senior Program Operations Director, and IDS faculty. The role requires specialized skills in event management, program coordination, and administrative operations to effectively support program objectives and strategic initiatives.

Working within the IDS Program Administration structure, the Operations Administrator exercises independent judgment in interpreting and applying policies, procedures, and guidelines to make decisions that affect a broad range of stakeholders. Success in this role requires strong organizational skills, sound decision-making, effective collaboration, and the ability to balance independent work with team-based priorities in a dynamic environment.

This role will have the opportunity to work partially at our campus and remotely.

Responsibilities

Symposia/Meeting Planning, Management and Coordination:

• Facilitate scientific symposia, meetings, and conferences for internal and external audiences, representing the Infectious Disease Sciences (IDS) Program to domestic and international faculty, researchers, postdoctoral trainees, and other professionals in the infectious disease field.
• Collaboratively plan and coordinate recurring meetings, seminars, and special events. Responsibilities include all aspects of event management, such as participant and speaker engagement, invitations and RSVP tracking, marketing materials, website content and updates, agenda development, communications, registration, venue logistics, vendor management, and event evaluations for both CME and non-CME activities.
• Maintain and utilize event management databases to track sponsorships, registrations, scholarships and travel awards, attendance, and other event-related activities.
• Serve as the primary point of contact for event coordination and management, providing registration support, overseeing venue logistics, facilitating communications, and assisting program teams, attendees, and speakers throughout the event lifecycle.
• Ensure the confidentiality and security of sensitive information related to participants, sponsors, faculty, and staff.
• Partner with program staff/teams to monitor event budgets, track expenditures, and support effective resource allocation.

Clinical Service Support/Office Operations/Space/Infrastructure Support:

• Coordinate and manage Infectious