Administrative Coordinator I - Collaborative Environment

We are eager to add a resilient Administrative Coordinator I to join our knowledgeable team at Fred Hutchinson Cancer Research Center in Seattle, WA.
Growing your career as a Full Time Administrative Coordinator I is a promising opportunity to develop excellent skills.
If you are strong in research, cooperation and have the right passion for the job, then apply for the position of Administrative Coordinator I at Fred Hutchinson Cancer Research Center today!

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.
This position will be based in the Vaccine and Infectious Disease Division (VIDD) and will support VIDD's Faculty Affairs Office (FAO) and VIDD's Immunology and Vaccine Development (IVD) Program. Support to be provided to IVD Program includes HR operations, space management activities, and general program administration duties. Support to be provided to VIDD's FAO includes general program administration duties related to faculty appointments, promotions and reviews. In addition, this role will support FAO and division-wide communications projects. The position will report jointly to IVD Program Operations Director and VIDD Faculty Affairs Program Administrator, for respective parts of the job scope as outlined below.
I. Immunology and Vaccine Development (IVD) Program-level administrative responsibilities – 60%: Coordination and monitoring of personnel actions:
In consultation with the Program Operations Director (POD), enter and track the status of Workday transactions (promotions, salary increases, job and organizational changes, etc.) to ensure timely follow-through and approval. Serve as a back-up approver/delegate for IVD managers to ensure timely entry and approval of work hours and time-off requests. Serve as the first point of contact for Workday-related inquiries. Submit and track the status of open positions in iCIMS Employee onboarding and offboarding:
Using established checklists, coordinate employee onboarding and offboarding activities with respective administrative staff, managers, or their delegates Space use tracking and monitoring:
In consultation with the POD, update IVD space map & space assignments in Archibus for open positions, new hires, and terminations Participate in the division-wide space management coordinating committee. Other program administration duties:
As needed, schedule meetings for IVD faculty and their labs Assist in planning and organizing events, including logistics, catering, and ordering supplies Coordinate travel arrangements and expense reimbursement for faculty and staff Submit purchase requisitions Reconcile Pro-Card statements Conduct monthly inventory of supplies and replenish stock as needed Other duties as assigned II. VIDD FAO administrative responsibilities – 30%: Information management and document coordination:
Maintain, develop and update faculty personnel files, faculty website profiles, faculty lists, and faculty email distribution lists. Using established templates, draft letters from FAO: appointments, promotions, internal and external requests, etc. Prepare bookmarked PDF packets for appointments, promotions and reviews. Maintain FAO process documents on shared drive Assist with monitoring FAO email Scheduling and checklist monitoring and coordination:
Schedule faculty meetings, committee meetings, faculty votes, recruitment visits, annual reviews, faculty events, etc. Monitor checklists and timelines for annual faculty reviews, FAO mentoring program, faculty recruitments, faculty promotions, and faculty mandatory reviews. Event support/Other:
Support FAO meetings and seminars (room booking, catering, signage, RSVPs, etc.) Support FAO process improvement work, special requests from Center FAO, etc. III. VIDD FAO and division-wide communications coordination responsibilities – 10%: Collect and track VIDD program highlights for quarterly faculty meetings. Collect information and develop drafts of VIDD News (quarterly online newsletter featuring VIDD faculty highlights and division-wide updates) Regularly update and ensure quality control for VIDD's CenterNet and FH.org webpages, with a focus on faculty profiles and lab pages On a monthly basis, review all pages for current content and request updates from page leads as needed Maintain current knowledge and training for website maintenance Generate webpage analytic reports, as requested Assist and coordinate new communication projects, as needed (ex. directories, handbooks, social media, etc.) Maintain current knowledge of FHCC branding guidelines and best practices Required:
Bachelor's degree or equivalent experience At least five years of well-rounded experience in complex administrative support and coordination Excellent attention to detail Strong organizational skills and ability to meet deadlines, proactively stay on top of assigned tasks and keep good records on the status of assigned projects Clear and concise verbal and written communication skills are essential Ability to work effectively both in teams and independently Ability to handle sensitive communications with tact and discretion Good sense of humor and appreciation for team spirit Demonstrated solid skills in MS Word, PowerPoint, and Excel Prior experience using Outlook for complex scheduling needs, mail merge, and ongoing task monitoring Prior experience updating webpage content and using online newsletter templates, or expressed interest in learning these skills Preferred:
Prior knowledge of Fred Hutch administrative systems and processes 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 $27.52 to $39.18 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). 
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 View email address on careers-fhcrc.icims.com or by calling Show phone number.
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