Administrative Coordinator II

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 a liaison for assigned faculty and staff with internal and external collaborators.
• Care for personnel administration functions for the program as needed by faculty and leadership.
• Care for preparation and monitoring of faculty CVs, and associated documents, for assigned faculty.
• Track, collect, compile and reconcile a variety of billing and financial information and reports.
• Support the production of manuscripts and publications.
• Serve as an external liaison for assigned faculty with external collaborators, 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.
• Support all 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.

  Qualifications

  • Requires High School/GED and six years of administrative or relevant experience OR equivalent education/experience.
  • Preferred Qualifications: Bachelor's degree and two years of administrative management, or related cumulative experience. Two years or more of progressively complex administrative experience, preferably in a research and/or clinical care environment.
  • Experience with event coordination, including planning, budgeting, execution and wrap-up.
  • Experience with booking national and internation 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.
  • A process-improvement mindset, and willingness to turn new ideas into better ways of working.
  • Experience working in the field of Biomedical Research is ideal.
  • 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.