Administrative Assistant I/Ii

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.

This new role is part of a team of administrators which provides a network of peer resources and a team environment supporting the faculty and staff within the Translational Science and Therapeutics Division. The Administrative Assistant I/II will support programmatic activities, meeting logistics, communications, and other administrative functions needed for the TST Division. The Administrative Assistant reports to the TST Associate Vice President.

Responsibilities

Programmatic Activities:

• Assist with scheduling, conference room booking and/or virtual platform logistics, catering, travel, and expense reimbursement. Activities include but are not limited to:
• Division retreats & symposia
• Trainings and workshops
• Division seminar series

Meeting Support

• Ad-hoc meetings, as needed
• Committee meetings
• Programmatic meetings
• Assist with scheduling, conference room booking and/or virtual platform logistics, and catering for Divisional meetings. Meetings include but are not limited to:
• Coordinate departmental activities across multiple calendars.
• Research Administration meetings
• Faculty meetings

Communications

• Assist with maintaining Division e-mail accounts, calendars, and listservs; triage inquiries and requests as needed.
• Maintain and serve as point-of-contact for Division intranet site.
• Assist with internal communications through Fred Hutch intranet, e-mail distribution, event flyers, etc.
• Coordinate preparation of content for and distribution of Division newsletter.

Administration

• Build and maintain strong working relationships with faculty, scientific staff, research administrators, administrative departments (e.g., Finance, Communications) and peers across the organization.
• Perform other duties as assigned.
• Order office supplies and other required items.
• Provide administrative support for the Division’s faculty appointments and promotions activities, as needed.
• Reconcile monthly credit card expenses.

Qualifications

Administrative Assistant I Minimum Qualifications:

• Experience with MS Teams and other virtual platforms is desired.
• Ability to identify and take advantage of new opportunities, best practices and potential partnerships.
• Bachelor's degree or equivalent work experience - additional experience may substitute for educational requirement.
• 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.
• Excellent verbal and written communication skills and the ability to communicate effectively with personnel from a variety of levels.
• Competency working with individuals in remote work setting.
• Experience with Microsoft Office Suite on PC Platforms.
• Ability to learn new platforms, as needed, in order to coordinate hybrid and virtual events.
• Strong organizational skills and attention to detail.
• Minimum of 4 years progressively complex administrative experience.
• Knowledge of or ability to learn Adobe Experience Manager (AEM) for internal website maintenance.

Administrative Assistant II Minimum Qualifications

• Bachelor's degree or equivalent work experience - additional experience may substitute for educational requirement.
• Competency working with individuals in remote work setting.
• Ability to prioritize effectively, plan ahead, problem-solve and meet goals in a deadline-driven environment.
• Excellent verbal and written communication skills and the ability to communicate effectively with personnel from a variety of levels.
• Knowledge of or ability to learn Adobe Experience Manager (AEM) for internal website maintenance.
• Minimum of five years progressively complex administrative experience.
• Ability to work independently and as a part of the team.
• Experience with Microsoft Office Suite on PC Platforms.
• Experience with MS Teams and other virtual platforms is desired.
• Ability to identify and take advantage of new opportunities, best practices and potential partnerships.
• Ability to learn new platforms, as needed, in order to coordinate hybrid and virtual events.
• Strong organizational skills and attention to detail.

Characteristics And Attributes

• Willing to ask for direction if given unclear projects or tasks.
• Demonstrated commitment to a diverse, equitable and inclusive workforce and work environment.
• Comfort with interacting with faculty and executive staff, as well as peers and representatives from other administrative departments.
• Demonstrated ability to work in a team environment and meet goals in a timely manner.
• Ability to handle confidential and sensitive information with professionalism.
• Highly flexible and able to change focus easily.
• Strong interpersonal skills and the ability to work effectively with a wide range of constituencies in a diverse community while building and maintaining positive relationships.
• Ability to professionally triage and troubleshoot while using independent judgment.
• Persistence, adaptability, emotional intelligence, curiosity, and diplomacy.

As a Condition Of Employment, Newly Hired Employees Must, Prior To Their First Day Of Employment

Fred Hutchinson Cancer Center has a mandatory COVID-19 vaccine requirement, with exceptions only for approved medical or religious accommodations.

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.

Administrative Assistant I: The hourly pay range for this position is from $22.64 to $32.23 and pay offered will be based on experience and qualifications.

Administrative Assistant II: The hourly pay range for this position is from $24.96 to $35.53 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 [email protected] or by calling 206-667-4700.