Administrative Coordinator I/Ii

Overview:

The Administrative Coordinator I/II is responsible for providing administrative support, including planning, coordination, and implementation of various projects and activities under the direction of a Program Operations Director in support of faculty within the Clinical Research Division (CRD) at Fred Hutch.

This role offers varied, non-standard administrative work across a range of skill sets in supporting the faculty and their research in all tasks that are required to proactively plan for and manage active research portfolios. The Administrative Coordinator will often be the first point of contact for internal and external colleagues, ‘customers’ and partners. Good knowledge of the organization, a commitment to providing excellent customer service, responsiveness, flexibility (both time and task), creativity, confidentiality, proactiveness and self-direction along with excellent organizational, technical, and interpersonal skills will be required to succeed in this role. Adaptability to peaks in workflows, willingness to assist other members of the administrative team, and the commitment to meeting deadlines are essential.

Please include a cover letter with your application, explaining your interest in the role.

Responsibilities:

• Function as the primary administrative contact for a group of faculty/principal investigators and their research teams.
• Provide direct support to the faculty and their research personnel, relative to meeting management, Outlook invites, logistics, and other potential support needs. Ensure that all calendar needs, and any related travel arrangements are prepared in accordance with Fred Hutch policies and procedures and submitted on time.
• Provide logistical support to conferences, workshops, public events, etc. Plan implement and manage program-wide events as requested. Oversee procurement of catering, equipment, as well as preparing or procuring the preparation of promotional materials.
• Draft agendas and ensure all documents and background information for meetings are received, collated, and circulated in a timely manner. Ensure that all materials needed for any external meetings are provided well in advance. Organize and attend meetings, take minutes, and distribute for review as directed, and track progress on action items.
• Support on-boarding and off-boarding activities for employees who are joining or departing research groups within CRD. Ensure new employees receive all the information and access they need to successfully integrate into the team.
• Function as primary reconciler for ProCard and perform compliance duties per Fred Hutch policy.
• Assist with implementation and communication of new policies and procedures. Create and update standard operating procedures when needed.
• Act as a liaison as needed, with other CRD administrators, under the direction of the Program Operations Director, so that inquiries and needs are resolved appropriately.
• Manage administrative budgets associated with the teams and organize financial items requiring review and approval, ensuring they are being handled in a timely manner.
• Maintain the database of CVs, biosketches, and Other Support documents per Fred Hutch, University of Washington, and/or the NIH policy.
• Assist in maintaining faculty/program websites on a regular basis.
• Perform other responsibilities, duties, and special projects as assigned by or required in support of the Program Operations Director.

• Assist Principal Investigators and staff with the implementation and administration of Center and department policies and procedures.
• Act as a liaison with Center staff and outside individuals/organizations, answering questions and resolving problems with regard to the administration of the department.
• Supervise administrative and clerical staff to include hiring, training, delegation of responsibilities, performance evaluations, and handing discipline and termination issues.
• Coordinate personnel administration functions for the department including submission of employment requisitions, salary administration, payroll processing, separations, coordination of performance evaluations, and various personnel forms completion.
• Coordinate preparation and monitoring of budget, maintaining accounting records of grants and institutional accounts, ensuring operation within allocated funds, and interacting with Accounting and Finance and Grants regarding funding issues.
• Coordinate department space and facilities, administering changes as necessary and reviewing, evaluating, and anticipating space and facilities needs.
• Manage acquisition, maintenance, storage, and supply of equipment.
• Coordinate production, printing, and distribution of new and revised Center and department manuals.
• Coordinate grant preparation process, producing accompanying reports and non-technical sections, and assembling proposal, reviewing for accuracy and completion prior to submission.
• Develop, recommend, and implement policies and procedures related to department administration.
• Perform complex administrative responsibilities including collecting and compiling a variety of billing and statistical information and reports and overseeing production of manuscripts and publications.
• Assist Investigators with special projects.
• Perform other responsibilities as required.

Qualifications:

Administrative Coordinator I:

• Bachelor’s degree or equivalent experience.
• Minimum of 5 years of progressively complex administrative experience.
• Strong computer skills including word processing, database programs, and spreadsheets.
• Experience in budget monitoring.
• Supervisory experience may be required.

PREFERRED QUALIFICATIONS:

• Strong organizational skills and attention to detail.
• Advanced skills in Microsoft Office Suite.
• Competency working with individuals in remote work setting.
• Experience with MS Teams and other virtual platforms.
• Ability to learn new platforms, as needed, in order to coordinate hybrid and virtual events.
• Ability to develop, plan and implement short- and long-range goals, including project timelines and milestones.
• Excellent verbal and written communication skills and the ability to communicate effectively with personnel from a variety of levels.
• Ability to work independently and as a part of the team.
• Ability to prioritize effectively, plan ahead, problem-solve and meet goals in a deadline-driven environment.
• Ability to identify and take advantage of new opportunities, best practices and potential partnerships.

Administrative Coordinator II:

MINIMUM QUALIFICATIONS:

• Bachelor’s degree or equivalent experience.
• Minimum of 6 years of progressively complex administrative experience.
• Strong computer skills.
• Experience in budget preparation.
• Supervisory experience may be required.

PREFERRED QUALIFICATIONS:

• Strong organizational skills and attention to detail.
• Advanced skills in Microsoft Office Suite.
• Competency working with individuals in remote work setting.
• Experience with MS Teams and other virtual platforms.
• Ability to learn new platforms, as needed, in order to coordinate hybrid and virtual events.
• Ability to develop, plan and implement short- and long-range goals, including project timelines and milestones.
• Excellent verbal and written communication skills and the ability to communicate effectively with personnel from a variety of levels.
• Ability to work independently and as a part of the team.
• Ability to prioritize effectively, plan ahead, problem-solve and meet goals in a deadline-driven environment.
• Ability to identify and take advantage of new opportunities, best practices and potential partnerships.

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 Human Resources at hrops@fredhutch.org or by calling 206-667-4700.