Job Description

Overview:

This position may require early morning or evening work as needed. This position will be onsite at our South Lake Union Campus.

Responsibilities:

With input and oversight by the division Associate Vice President (AVP), the candidate supports and coordinates all administrative activities in a large division comprised of three complex programs. Uses independent judgment in engaging with senior scientific staff, planning and executing projects, and developing communications. This position is eligible for hybrid work.

• Support and manage the Associate Vice President’s and several faculty members’ daily calendars for meetings and events.
• Lead and coordinate virtual and in-person meetings and events including scheduling virtual webinar/meeting setup, conference room reservations, AV and IT coordination, and catering as relevant for AVP-led meetings, Steering Committee meetings and Executive Committee meetings.
• Organize, prioritize and appropriately handle time-sensitive, confidential information and ensure action/attention required is addressed in a succinct and timely manner.
• Design, implement and report results for VIDD surveys generally via SurveyMonkey.
• Serve as division liaison, representing the division to other Fred Hutch departments, funding agencies, affiliated individuals or institutions, and outside organizations.
• Assist the division personnel in coordinating space and equipment planning and utilization, evaluating current division needs, overseeing the acquisition of space and equipment, anticipating and planning for future needs.
• Help coordinate faculty recruitment and merit review process, faculty search committee, monitoring selection process, coordinating annual merit reviews.
• Plan and attend committee meetings and document proceedings.
• Lead and monitor committee activities, ensuring objectives have been met within designated time frame and coordinate follow-up activities.
• Coordinate the planning and scheduling of seminars, lectures, and conferences, securing space and speakers, attending events and monitoring activities.
• Coordinate the production and distribution of special and recurring reports.
• Perform other responsibilities as required.

Qualifications:

MINIMUM QUALIFICATIONS:

• High School Diploma or equivalent required.
• Minimum of three years of administrative experience in a research, academic setting, or related field.
• Excellent interpersonal, written and verbal communication skills.
• Must be a self-starter with superb organizational and time management skills and attention to detail.
• Able to work effectively independently and as part of a team.
• Must be experienced with the Microsoft suite of tools, with an emphasis on Outlook, Word and PowerPoint.

PREFFERED QUALIFICATIONS:

• BA/BS or equivalent experience.
• Executive-level administrative support.

A sense of humor is a definite plus.

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