Administrative Coordinator I - Part Time - Fred Hutchinson Cancer Center
Seattle, WA 98109-1024
About the Job
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.
The Division of Basic Sciences is looking for a part-time (24 hours per week) Administrative Coordinator I to provide administrative support for Division events. The Basic Sciences administrative team consists of 18 people who support a division of 30 research laboratories. We are looking for someone who is a strong team player and would enjoy joining us in providing excellent customer service to our division members. The Administrative Coordinator schedule has flexibility in the hours but it does require some specific hours on campus to support events that occur during typical work hours.
The Administrative Coordinator position includes a mix of event planning and administrative responsibilities. It would be a great fit for someone with some experience in event coordination and customer service. We are very much interested in applicants with good attention to detail, strong communication skills, and an interest in collaboration!
This is a part-time on-campus position, 24 hours per week. Our major Division events occur on Tuesdays and Fridays, and these days would be mandatory days for the person in this role. Working hours for other weekdays are negotiable.
Please include a cover letter with your application describing your interest in this position.
Responsibilities:Event Planning Support:
- Assist Administrative Manager of Division Events and Faculty Affairs Manager with event planning, day-of support for in-person events and seminars, and post-event administrative support
- Manage catering for all Basic Sciences events
- Reserve conference rooms
- Send meeting invites for in-person, hybrid and virtual meetings (Zoom & Teams)
- Order food and supplies for events
- Arrange travel for guests
- Design and create visually engaging promotional materials for events, i.e. flyers and event programs
- Onsite contact for Division events; includes setup and cleanup of events
- Create annual event schedules
- Coordinator of annual and weekly events
- Other duties as needed
Administrative Support:
- Process meal and travel reimbursements
- Reconcile ProCard
- Collaborate with Basic Sciences administrative team to gather content for the monthly digital bulletin & create and publish bulletin
- Other duties as needed
MINIMUM QUALIFICATIONS:
- Requires High School/GED and five years of administrative or relevant experience OR equivalent education/experience.
- Must have excellent communication skills (both verbal and written)
- Customer service oriented and excellent interpersonal skills
- Demonstrated proficiency in planning, organizing, and prioritizing work responsibilities
- Great attention to detail and thoroughness
- Able to work independently with minimal supervision and also as part of a team
- Must be reliable and able to use initiative and sound judgment in carrying out responsibilities
- Demonstrated computer skills with moderate proficiency in MS Office Suite
- Ability to handle confidential and sensitive information
- Must be able to lift and carry job-related materials
PREFERRED QUALIFICATIONS:
- Demonstrated customer service and/or event planning skills
- Excellent accuracy and attention to detail
- Experience with Mailchimp and Canva
- BA/BS or work equivalent
- Foodie :)
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 $30.65 to $43.64 and pay offered will be based on experience and qualifications.
Fred Hutchinson Cancer Center offers employees access to a retirement savings plan, an employee assistance program, paid sick leave (1 hour for every 30 hours worked), and prorated paid holidays (up to 13 days per year).