Administrative Assistant II

About Fred Hutchinson Cancer Center

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. 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.

The Shared Resources (SR) Department of Research Administration (RA) at Fred Hutch supports the faculty and research community through interdisciplinary sciences to accelerate innovation and discovery by enabling scientific collaboration through unparalleled infrastructure, including Shared Resources support.

The Opportunity: Administrative Assistant II

Under the direction of the Administrative Manager, the Administrative Assistant II will provide support to more than 14 scientific cores with an employee base of approximately 230 people. The Shared Resources Administrative (SR Admin) team provides Core facilities with business support in areas including operations, fiscal management, billing, fund development, and HR. The candidate will work collaboratively across RA, the Administration Division, and Scientific Divisions. This position has the potential to be a hybrid work model at our South Lake Union campus.

At Fred Hutchinson Cancer Center, all employees are expected to demonstrate a commitment to our values of collaboration, compassion, determination, excellence, innovation, integrity, and respect.

Responsibilities

• Provide comprehensive administrative and clerical support, including:
  • Scheduling meetings, conferences, and seminars, as well as assembling agendas and preparing minutes.
  • Drafting and proofreading correspondence, reports, and memos.
  • Maintaining organized office systems, both digital and physical.
  • Coordinating travel arrangements, creating travel agendas, and supporting related activities.
  • Purchasing equipment and supplies, obtaining bids, and performing inventory control in collaboration with the purchasing department.
  • Assisting with onboarding new hires by arranging access to communications, meetings, and IT support.
  • Managing workflows and maintaining databases for scientific equipment.
• Support departmental leadership by:
  • Managing Outlook calendars for multiple Senior Directors and the Associate Vice President of Shared Resources.
  • Assisting in the implementation and administration of institutional and departmental policies, projects, and initiatives.
  • Planning and coordinating logistics for meetings and events, which may include:
    • Scheduling via Outlook.
    • Booking conference rooms and catering.
    • Creating PowerPoint presentations.
    • Recording and distributing meeting notes.
  • Producing and distributing internal communications and newsletters, such as the Employee Engagement Committee (EEC) and Cancer Consortium.
  • Participating in the Research Administration EEC and assisting with special events like holiday parties, tours, open houses, and coffee chats.
• Function as a primary contact person for Shared Resources. Act as a liaison with Fred Hutch staff and outside individuals/organizations, answering questions, monitoring shared inboxes, and resolving problems with regards to the administration of the department/project(s)/program/initiatives.
• Manage and process financial tasks, including:
  • Submitting travel reimbursements and reconciling credit card transactions.
  • Managing monthly freezer billing for Freezer Farm space utilization.
• Ensure office efficiency and compliance by:
  • Maintaining and interpreting administrative policies to ensuring alignment with institutional guidelines.
  • Protecting sensitive or confidential information through established office procedures.
• Handle special projects and perform additional duties as assigned to support departmental objectives.

Qualifications

Minimum Qualifications:

• Requires High School/GED and four years of administrative or relevant experience OR equivalent education/experience.

Preferred Qualifications:

• Bachelor’s degree and four years of administrative or relevant experience OR equivalent education/experience.
• High level of integrity and discretion, ability to exercise good judgment and maintain confidentiality, and conduct oneself with the utmost integrity and professionalism.
• Strong organizational skills, attention to detail and accuracy, flexible with the ability to effectively manage time and prioritize multiple concurrent responsibilities.
• High level of initiative. Able to work independently with minimal supervision and collaborate with a team effectively to meet deadlines.
• Strong technical aptitude to quickly learn new systems and applications, and able to apply technology to improve systems and processes.
• Superior organizational skills and must be detailed.
• Strong computer and word processing skills.
• Knowledge in Microsoft Office Suite skills (i.e., Excel, Outlook, PowerPoint, Teams, Word), SharePoint, and Adobe.
• Collaborative and team-oriented communication style able to work effectively cross-departmentally.
• Excellent verbal and written communication skills, including the ability to propose actions, identify and illustrate opportunities, and make recommendations.
• Able to grasp and apply new concepts quickly.
• Ability to effectively prioritize concurrent responsibilities and meet timelines.
• Ability to work independently under minimal supervision.

Compensation & Benefits

The hourly pay range for this position is from $27.01 to $38.45, and pay offered will be based on experience and qualifications. This role will have the opportunity to work partially at our campus and remotely. This position is not eligible for H-1B sponsorship at this time.

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), and paid parental leave (up to 4 weeks).

Additional Information

We are proud to be an Equal Employment Opportunity (EEO) and Vietnam Era Veterans Readjustment Assistance Act (VEVRAA) Employer. 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 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.

Key skills/competency

• Administrative Support
• Office Management
• Calendar Management
• Meeting Coordination
• Travel Planning
• Financial Processing
• Data Management
• Communication Skills
• Organizational Skills
• Microsoft Office Suite