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.

The Shared Resources (SR) Department of Research Administration (RA) Fred Hutch supports the faculty and research community through interdisciplinary sciences to accelerate innovation discovery by enabling scientific collaboration through unparalleled infrastructure including the Shared Resources supports.

Under the direction of the Administrative Manager, the Administrative Assistant II will provide support to more than 14 scientific cores with an employee base of approximately 230 people. The Shared Resources Administrative (SR Admin) team provides Core facilities with business support in areas including operations, fiscal management, billing, fund development, and HR. The candidate will work collaboratively across RA, the Administration Division, and Scientific Divisions. This position has the potential to be a hybrid work model at our South Lake Union campus.

At Fred Hutchinson Cancer Center, all employees are expected to demonstrate a commitment to our values of collaboration, compassion, determination, excellence, innovation, integrity, and respect.

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

Responsibilities

Primary/Essential Duties

• Provide comprehensive administrative and clerical support, including:
  • Scheduling meetings, conferences, and seminars, as well as assembling agendas and preparing minutes.
  • Drafting and proofreading correspondence, reports, and memos.
  • Maintaining organized office systems, both digital and physical.
  • Coordinating travel arrangements, creating travel agendas, and supporting related activities.
  • Purchasing equipment and supplies, obtaining bids, and performing inventory control in collaboration with the purchasing department.
  • Assisting with onboarding new hires by arranging access to communications, meetings, and IT support.
  • Managing workflows and maintaining databases for scientific equipment.
• Support departmental leadership by:
  • Managing Outlook calendars for multiple Senior Directors and the Associate Vice President of Shared Resources.
  • Assisting in the implementation and administration of institutional and departmental policies, projects, and initiatives.
  • Planning and coordinating logistics for meetings and events, which may include:
    • Scheduling via Outlook.
    • Booking conference rooms and catering.
    • Creating PowerPoint presentations.
    • Recording and distributing meeting notes.
  • Producing and distributing internal communications and newsletters, such as the Employee Engagement Committee (EEC) and Cancer Consortium.
  • Participating in the Research Administration EEC and assisting with special events like holiday parties, tours, open houses, and coffee chats.
• Function as a primary contact person for Shared Resources.
  • Act as a liaison with Fred Hutch staff and outside individuals/organizations, answering questions, monitoring shared inboxes, and resolving problems with regards to the administration of the department/project(s)/program/initiatives.
• Manage and process financial tasks, including:
  • Submitting travel reimbursements and reconciling credit card transactions.
  • Managing monthly freezer billing for Freezer Farm space utilization.
• Ensure office efficiency and compliance by:
  • Maintaining and interpreting administrative policies to ensuring alignment with institutional guidelines.
  • Protecting sensitive or confidential information through established office procedures.
• Handle special projects and perform additional duties as assigned to support departmental objectives.

Scope of Responsibility:

• Level of autonomy: This position requires general supervision and no direct supervision of others.
  • The key administrative position responsible for supporting, organizing and coordinating activities for SR operations; which includes the Shared Resources Vice President, Shared Resources Senior Directors, Core Directors, and Admin team.
  • The incumbent works independently in performing responsibilities.
  • This role requires strong organizational and time management skills, attention to detail, the ability to effectively prioritize shifting tasks and to build strong working relationships.
  • Judgment is used daily in interpreting policy, representing the department or program head, interacting with Fred Hutch staff and outside organizations, and working with highly sensitive or confidential information.
  • Critical qualities also include exceptional written and oral communication, critical thinking, teamwork, and professional conduct.
• Financial responsibility: None

Qualifications

MINIMUM QUALIFICATIONS:

• Requires High School/GED and four years of administrative or relevant experience OR equivalent education/experience.
• Superior organizational skills and must be detailed
• Strong computer and word processing skills
• Knowledge in Microsoft Office Suite skills (i.e., Excel, Outlook, PowerPoint, Teams, Word), SharePoint, and Adobe.
• Collaborative and team-oriented communication style able to work effectively cross-departmentally.
• Excellent verbal and written communication skills, including the ability to propose actions, identify and illustrate opportunities, and make recommendations
• Able to grasp and apply new concepts quickly.
• Ability to effectively prioritize concurrent responsibilities and meet timelines.
• Ability to work independently under minimal supervision.

PREFERRED QUALIFICATIONS:

• Bachelor's degree and four years of administrative or relevant experience OR equivalent education/experience.
• High level of integrity and discretion, ability to exercise good judgment and maintain confidentiality, and conduct oneself with the utmost integrity and professionalism.
• Strong organizational skills, attention to detail and accuracy, flexible with the ability to effectively manage time and prioritize multiple concurrent responsibilities.
• High level of initiative. Able to work independently with minimal supervision and collaborate with a team effectively to meet deadlines.
• Strong technical aptitude to quickly learn new systems and applications, and able to apply technology to improve systems and processes.

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 $26.48 to $37.70 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).

Our Commitment to Diversity