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 Hutchs 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 nations first cancer prevention research program, as well as the clinical coordinating center of the Womens Health Initiative and the international headquarters of the HIV Vaccine Trials Network. Careers Start Here.
The Administrative Manager will provide senior level administrative management support to the Senior Vice President (SVP) & Director of the Public Health Sciences (PHS) Division and report to the divisions Senior Operations Director. They will independently perform administrative and secretarial duties of a complex, specialized, or confidential nature, using judgment to interpret Fred Hutch policy, represent the SVP, and interact with Hutch staff and outside organizations. This role oversees the management of and coordination of this leaders extensive calendar activities, travel management, expense reimbursement, publishing and development activities. This role requires an ability to direct and manage multiple priorities, quickly analyze situations and make sound decisions using effective time management skills, good business acumen and administrative judgment. Strong writing ability, creativity and excellent interpersonal skills are essential. This position must have a highly effective level of communication within the program, Division leadership, and be able to anticipate and remain flexible in the face of change.
Provide senior level administrative management support of executives daily calendar via Microsoft Outlook. This responsibility requires interacting with high levels of confidentiality, discretion and professionalism while interacting within multiple levels of researchers and executives at institutions, governmental agencies, industry-related organizations, as well as their respective administrative teams located within the United States and internationally. Use critical judgment to determine meeting priorities. Understand the implications of new information for both current and future problem-solving and decision-making.
With travel & finance teams, arrange domestic and international travel planning and schedules, including flight, local transportation, accommodations, meeting agendas, travel receipts, etc. Arrange travel for both the SVP as well as division visitors, candidates, program faculty, etc. Maintain travel itineraries and records. Track and maintain all records/receipts and follow policies and procedures required for Federal and State and institutional guidelines. Manage expense reimbursement process for multiple expense products (charge cards, check requests, etc.) for travel schedule to ensure that all expenses are appropriately charged and reimbursed to applicable cost centers, grants, etc., as well as personal reimbursements.
Manage the daily flow of written correspondence in/out of the executives office.This includes but is not limited to, drafting, reviewing, editing, managing revision process ofa variety of correspondence and reports on behalf of the executive and can include alltypes of communications from letters of support/recognition for faculty, emails,reports, etc. Responsible for accuracy, formatting and appearance of final documents.
Manage, coordinate and staff, as requested, high-level meetings for the SVP and Associate Division Directors. Responsible for developing/compiling the agenda, arranging speakers, coordinating technical support, room requirements, and catering.
Arrange conference and meeting schedules, agendas, and other activities as required by the SVP and division administration.
Perform general adminstrative duties, including (but not limited to) preparation of correspondence for letters of recommendation, grant support, etc. Organize and reprioritize tasks, maintain records, and coordinate functions with various individuals and organizations.
Maintain and coordinate the SVPs professional documents including (but not limited to) augmented CV, biosketch, professional memberships, etc.
Ensure the protection of sensitive or confidential information.
Carry out special projects for the SVP and division administration
Work as a key team member of the PHS Administration team assisting the team with various projects
Perform other duties, as assigned
Bachelors degree and a minimum of five years of progressively complex administrative experience are required for this position
Demonstrated experience related to management and handling of highly confidential information and ensuring that information is maintained in a confidential manner
Demonstrated experience and philosophy relative to working in a collaborative environment, serving the needs of the senior executive and working with key division staff
Strong and thoughtful communications, both oral and written
Experience working with all levels of faculty and staff, within the context of a research environment
Demonstrated professionalism to ensure that all people are always treated with dignity and respect
Exceptional computer and word processing skills, proficiency with a variety of software packages (MS Outlook, Word, PowerPoint (or other presentation software), EndNote, Excel, and Access) required
Experience using SharePoint and Adobe software is highly desired
Ability to work in a team and independently with minimal supervision
The ability to work a varied schedule with flexible hours as needed
Please submit a cover letter with your resume and application in order to be considered for this position.
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At Fred Hutchinson Cancer Research Center, teams of world-renowned scientists and humanitarians work together to prevent, diagnose and treat cancer, HIV/AIDS and other diseases. Researchers are discovering new ways to detect cancers earlier, improve treatments, and learn how to prevent cancers from growing. Although Fred Hutchinson opened its doors in 1975, its history began about 20 years before that. In 1962 Fred Hutchinson envisioned a center devoted to studying cancer, a disease that took his brother’s life. Today Fred Hutchinson is contributing to the next waves of breakthrough treatments and prevention strategies. Fred Hutchinson collaborates with the Seattle Cancer Alliance, the National Cancer Institute, and the University of Washington.