Overview: Responsibilities:

• Proactively work with Faculty to understand points of flexibility, level of importance, and required attendance to navigate competing priorities and commitments.
• Develop a comprehensive understanding of all materials, including mail and email, and the logistics of administrative flow the faculty's ever growing team.
• Manage a very complex and ever-evolving calendar and assist in keeping to the day’s schedule through ongoing communication and notification.
• Triage phone, mail and e-mail correspondence daily. Serve as the point of contact for a diverse set of stakeholders and collaborators.
• Work with the travel agency to make arrangements for travel, including flights, hotel, rental cars, and registration fees.
• Collect receipts, identify budget sourcing, prepare, and code travel expenses and credit card statements.
• Assist with recruiting, onboarding, and offboarding activities with support from the Administrative Manager and HR.
• Coordinate space availability and set-up workstations for new employees, rotating graduate students and visitor.
• Coordinate meetings including conference rooms, meals, A/V equipment, invitations, and preparation of meeting materials.
• Attend regular program meetings, prepare and distribute agendas, and take and distribute meeting minutes.
• Format and coordinate scientific manuscript preparation with author and co-authors; arrange for submission to journals for publication.
• Maintain Faculty CV, biosketch and list of publications in EndNote. Track PMCID publication numbers as needed.
• Prepare and provide required documents for grants and contracts proposal submissions.
• Purchase supplies, process shipping, and other duties as needed while utilizing and facilitating good communication and working relationships with existing support services within Fred Hutch.
• Participate in divisional or institutional improvement projects and problem resolution related to administration.
• Carry out special assignments and perform other responsibilities as assigned.

Qualifications:

• Bachelor’s degree or equivalent combination of education and work experience.
• A minimum of 5 years of increasingly responsible administrative and office experience is required.
• Experience scheduling, planning, and coordinating meetings, travel, and calendar items at a senior management and/or executive level is required.
• Ability to multi-task, work independently, prioritize effectively, plan ahead, problem-solve and meet goals in a deadline-driven environment.
• Ability to handle confidential and sensitive information.
• Ability to build relationships and trust with other lab members and stakeholders while working as part of a team environment.
• Comfortable with enforcing boundaries and making judgment calls with little guidance in regard to protecting faculty's limited time.
• Ability to communicate information effectively, adaptively, and diplomatically both in writing and verbally.
• Exceptional customer service skills, a cooperative attitude, and a positive demeanor.
• Excellent organizational, time management and decision-making skills.
• Strong analytical skills, good judgment, and the ability to use critical thinking.
• Ability to manage a variety of responsibilities at once with ability to remain flexible and handle changing priorities.

• Experience working in a higher education/university or research environment would be a plus.
• Strong proficiency in Microsoft Office Suite is required. Familiarity with both PC and Mac environments would be a plus.

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: We are proud to be an Equal Employment Opportunity (EEO) and Vietnam Era Veterans Readjustment Assistance Act (VEVRAA) Employer. We are committed to cultivating a workplace in which diverse perspectives and experiences are welcomed and respected. 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 are an Affirmative Action employer. We encourage individuals with diverse backgrounds to apply and 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 our Employee Services Center at hrops@fredhutch.org or by calling 206-667-4700.