Administrative Assistant II

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 Vaccine and Infectious Disease Division (VIDD), one of seven scientific divisions at Fred Hutch, addresses the growing need for treatment and prevention strategies for infectious diseases worldwide. VIDD’s mission is to accelerate knowledge of effective immunity and create innovative approaches that can prevent new infections and treat or cure infection-related diseases. VIDD is comprised of three research programs—Biostatistics, Bioinformatics & Epidemiology (IVD), Immunology & Vaccine Development (IVD), and Infectious Disease Sciences (IDS). The IVD Program oversees a comprehensive and complex array of program activities for 14 Principal Investigators, close to 200 employees, including 30 employees based in South Africa, and a research portfolio of over $300M in total costs.

The IVD Program has an outstanding opportunity for an Administrative Assistant II. This position will provide complex administrative support for the IVD Program and its faculty including calendar management, travel coordination, CV and bio sketch management, credit card reconciliation, HR delegation efforts and other duties as assigned. Independent judgment will be used daily in interpreting policy, interacting with faculty and outside organizations, and working with highly sensitive or confidential information. The IVD Administrator closely collaborates with the VIDD administrative teams in coordinating VIDD events and activities.

This is an on-campus position with a possibility of remote work one day per week following satisfactory completion of the initial training period and subject to good performance.

Responsibilities

• Manage faculty calendars and travel for assigned faculty and lab personnel.
• Perform administrative tasks, including preparation and updating of correspondence, manuscripts, reports, faculty CVs and bio sketches, and other documents for the assigned faculty.  Demonstrate task organization and prioritization.
• Coordinate meetings and seminars, including communications, catering, room reservations, prepare meeting documents and PowerPoints, travel logistics, meeting minutes, etc. 
• Coordinate onboarding and offboarding activities for lab personnel within the IVD Program and serve as an HR delegate for time reporting and HR actions, as approved by the faculty.
• Reconcile business credit card expenses and process travel expenses, including reimbursements.
• Purchase equipment and supplies for faculty and the program, obtain bids as required and perform inventory control duties; work with purchasing department and program fiscal staff, as required.
• Process internal and external requests for information. Assist with facilitating communications with the faculty.        
• Establish procedures and interpret and accurately apply administrative policies.  Ensure that policies protect sensitive or confidential information.
• Perform projects and events specific to the faculty/program. 
• Sort and distribute business mail while ensuring consistent restocking and organization of mail room and office supply room.
• In coordination with VIDD FAO, maintain and update faculty websites to ensure accurate and up-to-date information across all relevant pages.
• Manage aspects of event planning for program activities, including scheduling, venue selection, catering, travel arrangements, and stakeholder communication.
• Perform other duties as assigned.

Qualifications

MINIMUM QUALIFICATIONS:

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

PREFERRED QUALIFICATIONS:

• Bachelor's degree or equivalent work experience. 
• Five years of progressively complex administrative experience.
• Exceptional organizational and time management skills.
• Strong communication and interpersonal skills, attention to detail, ability to prioritize tasks effectively, meet deadlines and work well independently and within a team.
• Proficiency with a variety of software packages (MS365 Word, Excel, Power Point).
• Basic budgeting and analysis experience leveraging Excel or Power BI.

The hourly pay range for this position is from $29.07 to $41.38 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 InformationWe 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 [email protected] or by calling 206-667-4700.