Administrative Assistant II

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. These values are grounded in and expressed through the principles of diversity, equity and inclusion. 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. Fred Hutch is in pursuit of becoming an anti-racist organization. We are committed to ensuring that all candidates hired share our commitment to diversity, anti-racism and inclusion.

Reporting to the AVP for Marketing, the Administrative Assistant II works independently to perform administrative duties of a complex and specialized nature for key leaders of the Marketing & Communications department. Judgment is used daily in interpreting policy, representing the department or program head(s), interacting with Fred Hutch staff, outside organizations, the public and working with sensitive and confidential information.

This role will have the opportunity to work partially at our campus and remotely.

Responsibilities and essential job functions include but are not limited to the following:

Manage calendars and arrange requested individual and group meetings for assigned department leaders, and in support of assigned projects.
• Help interpret and apply administrative policies to the work unit, and establish, document, execute, and regularly update procedures to ensure smooth administrative functioning of the department.
• Support department HR workflows, including those associated with cataloguing job descriptions, submitting job requisitions, coordinating interviews, completing pre-hire needs, onboarding/offboarding, developing and regularly reviewing job aids, developing and maintaining accurate organizational charts, ensuring department staff lists are appropriately updated for software/channels (e.g., email distribution lists, Teams channels).
• Manage and optimize the use of and workflows associated with key software used for collaborating on department projects (e.g., Teams, SharePoint), including documentation and onboarding.
• Provide support for managing department project request inboxes, including soliciting additional information, providing standard responses, routing to appropriate stakeholders for follow-up action, filing, and tracking resolution.
• Verify and approve, on behalf of superiors, a variety of budget expenditures.
• Manage subscriptions and licenses for key departmental software or publications.
• Purchase equipment and supplies for the department, obtain bids as required and perform inventory control duties; work with purchasing department as required.
• Complete, reconcile and submit required expense and/or reimbursement forms.
• Process timekeeping/effort certification information as assigned, for department staff.
• Perform administrative duties to include office organization, inventory management, records maintenance and coordination of functions with various individuals and organizations.
• Perform other clerical duties, potentially including preparation of and gathering data for correspondence, reports, presentations, meeting agendas, and meeting notes.
• Provide support for department-hosted events, including scheduling, room reservations, catering reservations, coordination with vendors, on-site support (AV, catering, presentation materials, etc.), clean-up, and expense management.
• Arrange conference and meeting schedules, travel agendas and requirements, and provide support for conference activities as required for supported department leaders.
• Serve as one of the primary contact persons for the department, represent the department leaders to various individuals and organizations. Attend meetings and conferences with department or program head, or in department or program head's absence as necessary.
• Ensure that policies to protect sensitive or confidential information are adhered to.
• Perform projects specific to the department and other duties as assigned.

SCOPE OF RESPONSIBILITY:

• Level of autonomy:
  • Acts under the oversight of assigned manager/supervisor, meeting at least weekly.
  • Acts with independent authority for daily planning and execution of activities within the scope of the role; seeks direction or approval from supervisor for atypical request; communicates new requests to supervisor using agreed-upon process.
• Financial responsibility
  • Is responsible for fulfilling equipment and office supply purchases for the department, for completing travel requests under the financial authority of department purchasing card-holders, for collecting occasional financial data and ensuring accurate reconciliation for departmental records.

MINIMUM QUALIFICATIONS:

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

PREFERRED QUALIFICATIONS:

• Experience supporting multiple team leaders, including managing busy calendars.
• Experience in a large and/or complex work environment.
• Strong skills across the Microsoft Office suite.
• Clear communicator with excellent customer service skills.
• Able to rapidly prioritize and respond to incoming requests.
• Detail-oriented with strong organizational skills.

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.

The hourly pay range for this position is from $26.48 to $37.70 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).