Program Administrator

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.

---

The Program Administrator, Faculty Affairs, CRD is the primary resource for the recruitment, hiring, retention and promotion of faculty members, scientific staff and affiliate investigators in the Clinical Research Division (CRD). The Program Administrator, Faculty Affairs, CRD is a principal liaison to the CRD Senior VP and Director and the AVP, Division Operations Clinical Research. The Program Administrator, Faculty Affairs, CRD uses critical independent judgment and decision-making problem solving and analysis in the management of the faculty affairs activities in support of the priorities of the division.

 

This position will be responsible for managing academic faculty and scientific staff appointments and promotions, and related faculty affairs for the CRD, Fred Hutch Cancer Center. In partnership with CRD and Fred Hutch Leadership, this position will manage external faculty searches, appointment processes for faculty and assist with faculty reviews. This position will also steward faculty promotions, including scientific staff appointments and promotions, in cooperation with related faculty affairs partners in applicable University of Washington (UW) Divisions and Departments, for those concurrent appointments and promotion processes for all CRD faculty and scientific staff with joint appointments. This role will supervise an administrative staff role.

• Serve as the lead and subject matter expert for administrative processes for faculty affairs in the Clinical Research Division.  Position reports to the Associate Vice President, Division Operations. 
• Maintain knowledge of policies and procedures related to division and organization-wide faculty affairs; make recommendations for continuous process improvement and updates as needed. 
• Participate in the strategic planning and goals of the Division.
• Develop, distill, and implement faculty guidelines, rules, policies, and procedures consistent with Fred Hutch policies and in collaboration with other Fred Hutch departments, UW and other partners, communicating to stakeholders as required.
• Serve as CRD liaison with Office of Central Faculty Affairs, UW departments/divisions, and Human Resources, regarding all aspects of CRD faculty affairs to ensure seamless partnerships and successful outcomes.
• Ensure that data required for faculty are timely and accurately entered into the University of Washington systems (CTM and ASID) for all Fred Hutch faculty, executives and scientific staff with a UW SOM appointment.
  • This includes merit for faculty, scientific staff and executives who hold UW SoM appointments
• This position must successfully negotiate the university and School of Medicine rules, regulations, and deadlines concerning faculty recruitment,  promotion, and academic appointments.
• Manage full scope of the CRD faculty recruitment process:
  • Advise and support search committees, serve as liaison with University of Washington, collaborate with HR on advertisement placements logistics; manage applicant materials, monitor recruitment committee activities, and follow up on needed actions.  
  • Manage communications process to ensure all applicants, leaders and stakeholders are in communication regarding all recruitment details. 
  • Work with UW (as applicable for joint appointments), FHCC Finance and Compensation to craft candidate offer letters.
  • Provide guidance to HR Faculty Recruitment and Talent Acquisition team regarding joint clinical and UW appointments.
• Plan and facilitate annual, midterm, and 5-year faculty reviews according to review calendar and timelines in partnership. Provide direction to faculty for preparation of required materials. Collaborate with appropriate UW departments and divisions to move joint faculty through the independent UW review and promotion processes.  
• Administer annual faculty promotions process according to a CRD annual faculty appointment and promotions calendar. Advise and support promotion committees; manage review process from initiation to final approval; provide direction to candidate on required materials; serve as liaison to other division(s) and the University of Washington (UW), where applicable.
• Draft agreements related to faculty status changes (leaves and departures).
• Manage faculty development and mentoring programs. Meet with all incoming junior faculty to review reappointment and promotion timelines, expectations, and benchmarks. Ensure a mentorship committee is established within six months and meets annually. Collect required assessment, review, and summarize for Division SVP and Director. Document and monitor any concerns. Oversee the organization of junior faculty forums.
• Oversee faculty onboarding process from initial point of contact – ensure it is complete, thorough, and ongoing evaluation to ensure improvement as needed to give faculty the best possible experience at FHCC from day one.  Including with this piece is guidance regarding Washington State Medical License applications. Collaborate with Cancer Center (legacy Seattle Cancer Care Alliance (SCCA) Medical Staff Office (MSO)) to ensure the timely and smooth onboarding of clinically active faculty.
• Liaise with Compensation, HR Operations and Scientific Divisions to make sure all internal databases contain accurate and current information for all Fred Hutch faculty holding UW appointments.
• Advise on applicable resources and processes regarding formal FTE reductions, wind-down and emeritus appointment requests.
• Coordinate transition of faculty to retiree and/or Emeritus status
• Provide guidance on scientific staff (paid and non-employee) as well as temporary non-employee research positions.
• Ensure efficient, comprehensive and organized record keeping system for all faculty files, respecting confidentiality in all circumstances.  Implement tracking systems, checklists, etc. as needed to ensure organized process is in place for tracking all new appointments, changes and departures. 
• Supervise, support and coach Administrative Coordinator, Faculty Affairs.

Minimum Qualifications

• Requires BA/BS degree
• Minimum of 8+ years’ experience in relevant fields, such as academic medicine, healthcare, business or nonprofits.

Preferred Qualifications

• Master's degree or additional certifications or training in relevant subjects.
• Strong verbal and written communication skills.
• Demonstrated ability to manage complex activities in an academic or healthcare setting.
• Excellent organizational skills.
• Experience and training in leadership and supervision.
• Experience building strong professional relationships, facilitating and building consensus among stakeholders.
• Passion for providing excellent service to stakeholders.
• Passion for the Fred Hutch mission.
• Commitment to building a culture of diversity, equity, inclusion and belonging.

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 annual base salary range for this position is from $88,671 to $132,974, 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 Human Resources at hrops@fredhutch.org or by calling 206-667-4700.