Overview

At Fred Hutchinson Cancer Center, home to three Nobel laureates, interdisciplinary teams of world-renowned scientists seek new and innovative ways to prevent, diagnose and treat cancer and infectious diseases. Fred Hutch's global leadership in bone marrow transplantation, HIV/AIDS prevention, immunotherapy, and COVID-19 vaccines has confirmed our reputation as one of the world's leading cancer, infectious disease and biomedical research centers. An independent, nonprofit research institute based in Seattle, Fred Hutch houses the nation's first cancer prevention research program and serves as the international headquarters of the HIV Vaccine Trials Network. The HIV Vaccine Trials Network (HVTN) and Coronavirus Prevention Network (CoVPN) Laboratory in the Immunology & Vaccine Development Program of the Vaccine & Infectious Disease Division is dedicated to understanding human immunology and mechanisms of vaccine-induced immune protection against HIV and other infectious diseases.

At Fred Hutch, we believe that the innovation, collaboration, and rigor that result from diversity and inclusion are critical to our mission. 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 Fred Hutch offers a vibrant intellectual environment within a beautiful lakeside campus in Seattle's South Lake Union biotech hub. The Fred Hutch campus contains five major research buildings along with the Seattle Cancer Care Alliance and is in close proximity to major research partners, such as the University of Washington School of Medicine, Seattle Children's Research Institute and the Allen Institute for Immunology.

The Vaccine and Infectious Disease Division (VIDD), one of five scientific divisions at Fred Hutch, addresses the growing need for treatment and prevention strategies for infectious diseases worldwide. VIDD's mission is to accelerate knowledge of effective immunity and create innovative approaches that can prevent new infections and treat or cure infection-related diseases. VIDD is comprised of three research programs--Biostatistics, Bioinformatics & Epidemiology (IVD), Immunology & Vaccine Development (IVD), and Infectious Disease Sciences (IDS). The IVD Program oversees a comprehensive and complex array of program activities for 11 Principal Investigators, close to 200 employees, including 45 employees based in South Africa, and a research portfolio of over $300M in total costs.

The IVD Program has an outstanding opportunity for an Administrative Assistant I-II. This position will provide complex administrative support for the IVD Program and its faculty including calendar management, travel coordination, CV and biosketch management, credit card reconciliation, HR delegation efforts and other duties as assigned. Independent judgment will be used daily in interpreting policy, interacting with faculty and outside organizations, and working with highly sensitive or confidential information.

Responsibilities

• Manage faculty calendars and travel for assigned faculty and lab personnel.
• Perform administrative duties to include preparation and updating of correspondence, manuscripts, reports, faculty CVs and biosketches, and other documents for the assigned faculty. Demonstrate task organization and prioritization.
• Purchase equipment and supplies for faculty and the program, obtain bids as required and perform inventory control duties; work with purchasing department and program fiscal staff, as required.
• Sort and distribute business mail while ensuring consistent restocking and organization of mail room and office supply room.
• Process internal and external requests for information. Assist with facilitating the communication with the faculty.
• Process expenditures including credit card reconciliation, travel expenses, etc.
• Establish procedures and interpret and apply administrative policies to the work unit. Ensure that policies protect sensitive or confidential information.
• Coordinate meetings and seminars, including communications, catering, room reservations, meeting document prep, travel logistics, meeting minutes, etc.
• Coordinate onboarding and offboarding activities for lab personnel within the IVD Program and serve as an HR delegate on time reporting and HR actions, as approved by the faculty.
• Maintain and update faculty websites to ensure accurate and up-to-date information across all relevant pages.
• Perform projects specific to the faculty/program.
• Perform other duties as assigned.

Qualifications

Administrative Assistant I

• Bachelor's degree or equivalent work experience - additional experience may substitute for educational requirement.
• Minimum of four years progressively complex administrative experience.
• Exceptional organizational skills are required.
• Strong computer and word processing skills.
• Proficiency with a variety of software packages (MS Word, Excel, Access Power Point).

Administrative Assistant II

• Bachelor's degree or equivalent work experience - additional experience may substitute for educational requirement.
• Minimum of five years progressively complex administrative experience.
• Strong computer and word processing skills.
• Proficiency with a variety of software packages.
• Budget experience.

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