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Fred Hutch · 1 month ago

Administrative Coordinator II

US-WA-Seattle

Full-time

Hybrid

Mid, Senior Level

$33.42/hr - $50.12/hr

6+ years exp

Fred Hutchinson Cancer Center is an independent, nonprofit organization providing adult cancer treatment and groundbreaking research focused on cancer and infectious diseases. The Administrative Coordinator II role is responsible for providing administrative support for faculty in the Clinical Research Division, managing schedules, travel arrangements, and serving as a liaison to ensure effective communication and collaboration.

Hospital & Health Care

No H1B

Responsibilities

Manage the implementation and administration of Fred Hutch and program policies and procedures in support of assigned faculty

Manage all assigned calendars and coordinate meetings with stakeholders on behalf of assigned faculty

Proactively communicate and mitigate potential schedule conflicts

Manage travel arrangements, to include reconciliation and processing of costs and reimbursements in accordance with Fred Hutch policies and deadlines

Act as an administrative liaison for assigned faculty and staff with internal and external collaborators

Coordinate any personnel administration functions for the program as needed by faculty and leadership

Coordinate preparation and monitoring of faculty CVs, and associated documents, for assigned faculty

Coordinate and track faculty Outside Activities

Track, collect, compile and reconcile a variety of billing and financial information and reports

Support the production of manuscripts and publications

Support faculty with external collaborations, including applicable disclosures reporting and management

Coordinate program space and facilities requests, under the direction of leadership

Manage acquisition, maintenance, storage, and supply of equipment or related items in support of faculty activities

Develop, recommend, and implement policies and procedures related to program administration

Assist assigned faculty and staff with special projects as requested

Provide organizational support as needed in support of program needs

Engage as a team player in all activities, which requires a collaborative and communicative way of working to achieve the Division’s collective goals, this also involves coverage for team members while they are out of office or if duties need to shift due to changing workloads

Track and organize the new faculty onboarding process in partnership with organizational/department counterparts

Qualification

Administrative support experienceMicrosoft Office SuiteEvent coordinationFinancial management trackingTravel bookingProcess improvement mindsetAttention to detailProblem-solvingTeam collaboration

Required

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

Preferred

Bachelor's degree and two years of administrative support, experience working in the field of Biomedical Research is ideal

Experience with event coordination, including planning, budgeting, execution and wrap-up

Experience with booking national and international travel

Strong Microsoft Office Suite, Outlook, Teams, OneNote, Zoom, Adobe Acrobat and on-line systems skills

Able to independently develop tracking mechanisms to ensure timely, consistent and accurate information

Experience with financial and data management tracking and techniques

Comfortable learning new technologies to successfully perform assigned tasks

Exceptional attention to detail and quality of work

Experience with in-person and virtual meeting coordination, scheduling, and planning

Ability to identify and take advantage of new opportunities, best practices, and build strong partnerships

Ability to work independently, prioritize effectively, proactively plan, problem-solve and meet goals in a deadline-driven environment

Possess a process-improvement mindset, and willingness to turn new ideas into better ways of working

Interest in and passion for supporting the mission of Fred Hutch Cancer Center Clinical Research Division's vision: To achieve life uninhibited by cancer and other diseases through seamless integration of research and clinical care