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Administrative Coordinator

Job Description

Administrative Coordinator

Full Job Description

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.

Headquartered at Fred Hutch, the HIV Vaccine Trials Network (HVTN) is the world's largest publicly funded multi-disciplinary international collaboration facilitating the development of vaccines and antibodies to prevent HIV/AIDS. The HVTN’s mission is to fully characterize the safety, immunogenicity, and efficacy of HIV vaccine candidates with the goal of developing a safe, effective vaccine as rapidly as possible for prevention of HIV globally. To date, the Network has conducted the majority of the published, presented, or ongoing clinical trials of preventive HIV vaccines worldwide. In the process, we have gained tremendous experience in implementing an innovative global scientific organization, which combines the intellectual robustness and creativity of academia with the focus and infrastructure of industry. The HVTN has also expanded the scope of preventative infectious disease work to include the intersecting pandemic of TB by working with collaborators to evaluate novel TB vaccine approaches.

The Administrative Coordinator is responsible for facilitating the travel arrangement and providing administrative support for staff at the HVTN Leadership Operations Center (“Core”). The incumbent works under the direction of the Travel and Administrative Manager.

In collaboration with other Core staff the Administrative Coordinator will coordinate travel arrangements, process travel reimbursements, assist in the organization of network events, and is responsible for the planning, coordination, and implementation of operational and administrative functions for the Leadership Operations Center, (“Core”) for the HVTN. The incumbent works independently with limited direction. The Administrative Coordinator is responsible for providing a high level of customer service while making decisions within the context of HVTN, Fred Hutchinson Cancer Center, NIH, and University of Washington (UW) travel policies. The incumbent is expected to use sound judgment to solve problems, take initiative to improve processes, and facilitate the resolution of conflicts in a diplomatic manner.

Responsibilities:

  • Coordinate travel arrangements including flights, lodging, and ground transportation while adhering to travel policies and guidelines
  • Maintain tracking systems and reconcile, related to travel for budgeting purposes
  • Serve as point of contact for travel agents and monitor travel agency performance
  • Provide travel advancements to staff if needed
  • Complete and track travel reimbursements for individual travelers and institution through the UW and FHCC
  • Assist with various aspects of planning the bi-annual HVTN conferences
  • Track registration database and registered meeting participants
  • Coordinate hotel rooming lists
  • Develop and maintain policies related to HVTN, FHCC and University of Washington standards
  • On-site administrative assistance as needed (several meetings and events per year)
  • Purchase equipment, software, and supplies for the program; perform inventory control duties; work with purchasing department as required.
  • Support other departments within Core with administrative requests varying from meeting support, poll creation, scheduling assistance, file/server updates, call coverage, updating and circulating staff phone list, printing, and scanning, etc.
  • Maintain a positive working relationship with HVTN Core employees and network guests
  • Other duties as assigned.

Qualifications:

MINIMUM QUALIFICATIONS
  • Bachelor's degree or equivalent experience
  • 5 years of progressively complex administrative experience required.
  • Exceptional organizational skills, close attention to detail, and experience managing multiple projects simultaneously
  • Excellent written and verbal communication skills
  • Good interpersonal skills, and an ability to maintain confidentiality are essential
  • Must have demonstrated ability to work independently and take initiative in a dynamic environment
  • High level knowledge of Microsoft applications, specifically Word, Teams, Excel, and Outlook are required.
Preferred Qualifications:
  • Experience in coordinating travel arrangements
  • Experience with UW and FHCC policies, procedures, and systems
  • Hospitality background highly recommended
  • Knowledge of Peoplesoft, Tableau, Smartsheet and SharePoint

Fred Hutchinson Cancer Center has a mandatory COVID-19 vaccine requirement, with exceptions only for approved medical or religious accommodations. As a condition of employment, newly hired employees must, prior to their first day of employment:
Provide proof of being fully vaccinated against COVID-19 ; OR
Initiate the accommodations process to request a religious or medical accommodation (medical accommodations require a healthcare provider’s certification).
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 $29.42 to $44.11 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: 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.

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