Administrative Coordinator I Jobs

Overview: Responsibilities:

• Serve as a back-up approver/delegate for IVD managers to ensure timely entry and approval of work hours and time-off requests.
• Submit and track the status of open positions in iCIMS
• 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 the first point of contact for Workday-related inquiries.

• Using established checklists, coordinate employee onboarding and offboarding activities with respective administrative staff, managers, or their delegates

• 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.

• Reconcile Pro-Card statements
• As needed, schedule meetings for IVD faculty and their labs
• Coordinate travel arrangements and expense reimbursement for faculty and staff
• Other duties as assigned
• Conduct monthly inventory of supplies and replenish stock as needed
• Assist in planning and organizing events, including logistics, catering, and ordering supplies
• Submit purchase requisitions

• Maintain, develop and update faculty personnel files, faculty website profiles, faculty lists, and faculty email distribution lists.
• Maintain FAO process documents on shared drive
• Assist with monitoring FAO email
• Using established templates, draft letters from FAO: appointments, promotions, internal and external requests, etc.
• Prepare bookmarked PDF packets for appointments, promotions and reviews.

• 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.

• Support FAO meetings and seminars (room booking, catering, signage, RSVPs, etc.)
• Support FAO process improvement work, special requests from Center FAO, etc.

• 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
• Maintain current knowledge and training for website maintenance
• On a monthly basis, review all pages for current content and request updates from page leads as needed
• Generate webpage analytic reports, as requested
• Collect information and develop drafts of VIDD News (quarterly online newsletter featuring VIDD faculty highlights and division-wide updates)
• Collect and track VIDD program highlights for quarterly faculty meetings.
• Assist and coordinate new communication projects, as needed (ex. directories, handbooks, social media, etc.)
• Maintain current knowledge of FHCC branding guidelines and best practices

Qualifications:

• Ability to handle sensitive communications with tact and discretion
• Demonstrated solid skills in MS Word, PowerPoint, and Excel
• Excellent attention to detail
• Prior experience updating webpage content and using online newsletter templates, or expressed interest in learning these skills
• At least five years of well-rounded experience in complex administrative support and coordination
• Ability to work effectively both in teams and independently
• Prior experience using Outlook for complex scheduling needs, mail merge, and ongoing task monitoring
• Bachelor’s degree or equivalent experience
• Good sense of humor and appreciation for team spirit
• Clear and concise verbal and written communication skills are essential
• 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

• Prior knowledge of Fred Hutch administrative systems and processes

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.