Administrative Assistant II

Overview

Fred Hutchinson Cancer Center is an independent, nonprofit organization providing adult cancer treatment and groundbreaking research focused on cancer and infectious diseases. Located in Seattle, Fred Hutch is the only National Cancer Institute-designated cancer center in Washington. We value collaboration, compassion, determination, excellence, innovation, integrity and respect. The Shared Resources (SR) Department of Research Administration supports the faculty and research community by enabling scientific collaboration through unparalleled infrastructure.

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 SR Admin team provides Core facilities with business support in areas including operations, fiscal management, billing, fund development, and HR. This position has the potential to be a hybrid work model at our South Lake Union campus.

• Provide comprehensive administrative and clerical support, including scheduling meetings, conferences, and seminars, assembling agendas and preparing minutes.
• Draft and proofread correspondence, reports, and memos.
• Maintain organized office systems, both digital and physical.
• Coordinate travel arrangements, create travel agendas, and support related activities.
• Purchase equipment and supplies, obtain bids, and perform inventory control in collaboration with the purchasing department.
• Assist with onboarding new hires by arranging access to communications, meetings, and IT support.
• Manage workflows and maintain databases for scientific equipment.
• Support departmental leadership by managing Outlook calendars for multiple senior directors and the Associate Vice President of Shared Resources.
• Assist in the implementation and administration of institutional and departmental policies, projects, and initiatives.
• Plan and coordinate logistics for meetings and events, including scheduling via Outlook, booking conference rooms and catering, creating PowerPoint presentations, recording and distributing meeting notes, and producing internal communications and newsletters such as the Employee Engagement Committee (EEC) and Cancer Consortium.
• Participate in the Research Administration EEC and assist with special events like holiday parties, tours, open houses, and coffee chats.
• Act as a primary contact person for Shared Resources, liaise with Fred Hutch staff and external individuals/organizations, answer questions, monitor shared inboxes, and resolve problems related to administration of the department/project(s)/program/initiatives.
• Manage and process financial tasks, including submitting travel reimbursements, reconciling credit card transactions, and managing monthly freezer billing for Freezer Farm space utilization.
• Ensure office efficiency and compliance by maintaining and interpreting administrative policies, protecting sensitive or confidential information through established procedures.
• Handle special projects and perform additional duties as assigned to support departmental objectives.

• Minimum qualifications:
  
  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, good judgment, and maintain confidentiality.
• Strong organizational skills, attention to detail and accuracy, flexible with ability to manage time and prioritize multiple concurrent responsibilities.
• High level of initiative, able to work independently with minimal supervision and collaborate with a team to meet deadlines.
• Strong technical aptitude to quickly learn new systems and applications and apply technology to improve systems and processes.
• Superior organizational skills, detailed orientation.
• Strong computer and word processing skills, knowledge of Microsoft Office Suite (Excel, Outlook, PowerPoint, Teams, Word), SharePoint, and Adobe.
• Collaborative and team-oriented communication style, effective cross-departmental…