Administrative Manager Seattle, Washington

Overview

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. 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.

Reporting to the Associate Vice President of Radiation Oncology, the Radiation Oncology Administrative Manager will manage faculty appointment and promotion processes and coordinate projects for the division, managing internal and external collaborations across departments and work groups to ensure project milestones and deliverables are met in an efficient manner.

The successful candidate will manage key tasks including organizing meetings and divisional programmatic activities; liaising with partners at the University of Washington to support faculty appointments and promotions as well as divisional meetings. Additional responsibilities include managing the division budget, internal and external communications, and the Radiation Oncology Division's competitive award program. This position requires flexibility in a rapidly changing environment, attention to detail, and strong communication skills.

• Manage operational and programmatic activities associated with the Radiology Oncology Division:
  • Organize meetings including scheduling, conference room booking, catering, agendas, and minutes.
  • Organize scientific seminars for external speakers including travel arrangements and expense reimbursements.
  • Organize special events.
• Support the division's strategic planning process and annual reporting.
• Manage division's pilot award and fellowship award program.
• Manage division's operational fiscal budget and procurement management.
• Manage division's communications, such as maintaining content on the Fred Hutch intranet and managing email distribution lists.
• Provide administrative support for Fred Hutch based faculty members.
• Build and maintain strong working relationships with faculty, scientific staff, research administrators, administrative departments (e.g., Finance, Communications), and colleagues across the organization.
• Plan and execute faculty reception at annual ASTRO conference, including venue procurement, catering, promotional materials, and travel arrangements.
• Other responsibilities as assigned.

• Serve as Radiation Oncology Division's liaison to the Office of Faculty Affairs.
• Manage faculty Appointment and Promotion (A&P) process for the Radiation Oncology Division:
  • Collaborate with primary Division in faculty recruitment.
  • Maintain division's faculty and professional scientific staff electronic files and database.
  • Maintain Standard Operating Procedures and policy guidelines for the Division's Appointments and Promotions functions, including faculty recruitment, onboarding, professional scientific staff appointments, promotions, and faculty reviews.
• Serve as a subject matter expert on division A&P policies and procedures, providing guidance and support to faculty and staff within the division.
• Collaborate with stakeholders across the organization to coordinate A&P activities and maintain effective communication to ensure that required processes and timelines are followed.

• Bachelor's Degree and three years of administrative management or relevant experience OR equivalent education/experience.

• Masters degree in health administration.
• Five years of administrative management or relevant experience in a healthcare, research or academic setting.
• Demonstrated experience with project management, tracking tools, process improvement strategies.
• Demonstrated ability to work independently as well as collaboratively, contributing to the execution of multiple projects without independent ownership.
• Strong technical and organizational skills, and ability to multitask, anticipating departmental needs and direction.
• Experience with budgeting…