Administrative Coordinator I - UNAVAILABLE
Seattle, WA
About the Job
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. 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.
This role is part of a team of Research Administrators and Administrative Coordinators which provide a network of peer resources and team environment supporting the faculty and professional scientific staff in the Translational Science and Therapeutics (TST) Division. The Administrative Coordinator will support faculty affairs, divisional programs, and other administrative functions needed for the TST Division. The Administrative Coordinator reports to the TST Associate Vice President.
This position requires regular on-site work at our Seattle campus with the opportunity for a partially hybrid schedule.
Responsibilities
Faculty Affairs:
- Coordinate and perform tasks in support of faculty recruitment. Functions may include and are not limited to:
- Coordinate position approval workflows and job posting with HR
- Coordinate faculty search committee meetings and communications
- Schedule candidate visits and interviews
- Prepare necessary documents
- Coordinate and perform tasks to onboard new faculty.
- Coordinate activities of, and provide support to, the TST Appointments & Promotions (A&P) Committee, to include organizing committee meetings, preparing meeting agendas and materials for committee review, maintaining meeting minutes, and drafting correspondence to inform key stakeholders of committee decisions.
- Coordinate annual TST Faculty A&P Meeting.
- Maintain division’s faculty and professional scientific staff electronic files and database.
- Maintain Standard Operating Procedures and policy guidelines for TST A&P functions, including faculty recruitment, onboarding, professional scientific staff appointments, promotions, and faculty reviews.
- Serve as a subject matter expert on division A&P policies and procedures, providing guidance and support to faculty and staff within the division.
- Collaborate with stakeholders across the organization to coordinate A&P activities, maintaining effective communication to ensure that required processes are followed and timelines adhered to.
Divisional Programmatic Activities:
- Coordinate faculty mentorship program:
- Track faculty mentorship assignments and program requirements
- Assist with scheduling as needed
- Maintain mentorship guideline documents
- Assist with scheduling, conference room booking and/or virtual platform logistics, catering, travel, and expense reimbursement. Activities include but are not limited to:
- Division seminar series
- Division retreats & symposia
- Trainings and workshops
Administration:
- Assist with maintaining division data in HR Workday platform, to include submission of change transactions, reviewing/auditing data for accuracy, requesting system access for end users, and tracking non-employee positions.
- Coordinate division hiring processes, to include:
- Submit job requisitions in HR iCIMS platform
- Maintain job description templates for administrative and scientific staff positions
- Provide coverage to TST Executive Assistant to Senior Vice President (e.g., SVP calendar management) as needed.
- Build and maintain strong working relationships with faculty, scientific staff, research administrators, administrative departments (e.g., Finance, Communications) and peers across the organization.
- Perform other duties as assigned.
Qualifications
MINIMUM QUALIFICATIONS:
- Bachelor’s degree or equivalent experience.
- Minimum of 5 years of progressively complex administrative experience.
- Strong computer skills including word processing, database programs, and spreadsheets.
- Experience in budget monitoring.
PREFERRED QUALIFICATIONS:
- Executive calendar management experience.
- Expense and budget management.
- Strong organizational skills and attention to detail.
- Advanced skills in Microsoft Office Suite.
- Competency working with individuals in remote work setting.
- Experience with MS Teams and other virtual platforms.
- Ability to learn new platforms, as needed, in order to coordinate hybrid and virtual events.
- Ability to develop, plan and implement short- and long-range goals, including project timelines and milestones.
- Excellent verbal and written communication skills and the ability to communicate effectively with personnel from a variety of levels.
- Ability to work independently and as a part of the team.
- Ability to prioritize effectively, plan ahead, problem-solve and meet goals in a deadline-driven environment.
- Ability to identify and take advantage of new opportunities, best practices and potential partnerships.
- Persistence, adaptability, emotional intelligence, curiosity, and diplomacy.
- Comfort with interacting with faculty and executive staff, as well as peers and representatives from other administrative departments.
- Demonstrated commitment to a diverse, equitable and inclusive workforce and work environment.
- Strong interpersonal skills and the ability to work effectively with a wide range of constituencies in a diverse community while building and maintaining positive relationships.
- Highly flexible and able to change focus easily.
- Demonstrated ability to work in a team environment and meet goals in a timely manner.
- Ability to professionally triage and troubleshoot while using independent judgment.
- Willing to ask for direction if given unclear projects or tasks.
- Ability to handle confidential and sensitive information with professionalism.
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 $28.34 to $40.35 and pay offered will be based on experience and qualifications. 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), paid parental leave (up to 4 weeks), and partially paid sabbatical leave (up to 6 months).