Cures Start Here. At Fred Hutchinson Cancer Research Center, home to three Nobel laureates, interdisciplinary teams of world-renowned scientists seek new and innovative ways to prevent, diagnose and treat cancer, HIV/AIDS and other life-threatening diseases. Fred Hutch’s pioneering work in bone marrow transplantation led to the development of immunotherapy, which harnesses the power of the immune system to treat cancer. An independent, nonprofit research institute based in Seattle, Fred Hutch houses the nation’s first cancer prevention research program, as well as the clinical coordinating center of the Women’s Health Initiative and the international headquarters of the HIV Vaccine Trials Network. Careers Start Here.
At Fred Hutch, we believe that the innovation, collaboration, and rigor that result from diversity and inclusion are critical to our mission of eliminating cancer and related diseases. We seek employees who bring different and innovative ways of seeing the world and solving problems. Fred Hutch is in pursuit of becoming an antiracist organization. We are committed to ensuring that all candidates hired share our commitment to diversity, antiracism, and inclusion.
The Hutchinson Institute for Cancer Outcomes Research (HICOR) is a multi-disciplinary research institute whose mission is to reduce the human and economic burden of cancer. HICOR faculty conduct research in health economics, implementation science, quality of care, health care delivery, health disparities and health policy.
Under general direction from the HICOR Director, independently perform a variety of administrative assignments in support of the Director, senior program leaders and broader HICOR team. General responsibilities include executive calendar management, complex travel coordination, preparation of correspondence and professional presentations, meeting coordination, and maintaining and tracking departmental documentation. Strong skills in multi-tasking, communication, organization, and attention to detail are critical to this position. The administrative assistant works closely with the Program Operations Director as part of a high-performing administrative team working in collaboration to provide exemplary service.
- Provide administrative support in a courteous, professional and discreet manner with timely completion of work assignments
- Maintain positive and productive working relationships with Institute Director and senior program leaders
- Track and pro-actively communicate task and project status to colleagues
- Maintain complex calendars for senior faculty
- Coordinate all aspects of frequent and complex travel, including flight, hotel, necessary documentation (disclosure, copyright, video release and other forms) and reimbursements. Ensure that travel is appropriately charged and compliant with organizational policies.
- Prepare general correspondence, including memos and e-mail. Proofread and edit for spelling, grammar and layout. Responsible for accuracy and appearance of final documents.
- Assist with preparation of PowerPoint presentations, including text, preparation and insertion of figures, graphs, charts, and tables. Final editing of content and design for continuity.
- Coordinate monthly and quarterly project team meetings. Compile meeting notes, and coordinate technical support, room requirements and follow-up action items.
- Coordinate all aspects of HICOR seminar series. Build itineraries for visiting faculty and HICOR sponsored speakers. Responsible for compiling the agenda, arranging speakers, travel and reimbursements, coordinating technical support, room requirements and catering.
- Maintain faculty web profiles and relevant HICOR webpages
- Maintain faculty CV’s and other documentation, ensuring current and complete content
- Submit manuscripts and abstracts using journal- or conference-specific online portals. Track faculty manuscripts, abstracts, and presentations in Excel.
- Prepare and distribute weekly and monthly departmental email communications
- Assist in the production of special projects, materials, newsletters, and mailings
- Track and reconcile spending activity on multiple ProCards, ensuring that proper documentation and receipts are provided to Accounts Payable
- Oversee office organization and supply management
- Bachelor’s degree required
- Minimum requirements for an Administrative Assistant I – 4 years progressively complex administrative experience. Additional experience may substitute for educational requirement
- Minimum requirements for an Administrative Assistant II – 5 years progressively complex administrative experience. Additional experience may substitute for educational requirement
- Ability to work 8 AM – 5 PM shift
- High level knowledge of Microsoft Office Suite, with advanced Word, Excel, Teams, PowerPoint and Outlook expertise
- Knowledge of online collaboration tools such as Zoom or other platforms
- High level of attention to detail, excellent organizational and communication skills
- Demonstrated ability to work independently and take initiative
- Flexible with ability to manage changing priorities in a fast-paced, deadline-oriented environment
- Service-oriented, solutions-focused, positive and professional approach
- Ability to professionally represent the HICOR to external and internal collaborators
- Knowledge of EndNote
- Experience in a scientific, academic and/or research environment
- Experience with webpage maintenance a plus
A cover letter required is required to for this position.
A statement describing your commitment and contributions toward greater diversity, equity, inclusion, and anti-racism in your career or that will be made through work at Fred Hutch is requested of all finalists.
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 firstname.lastname@example.org or by calling 206-667-4700.