Research Administrator III/IV

Overview

Fred Hutchinson Cancer Center is an independent, nonprofit, unified adult cancer care and research center that is clinically integrated with UW Medicine, a world leader in clinical care, research and learning. The first National Cancer Institute-designated cancer center in the Pacific Northwest, 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. Based in Seattle, 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 for the world’s deadliest diseases and make life beyond cancer a reality.

At Fred Hutch, we believe that the innovation, collaboration, and rigor that result from diversity and inclusion are critical to our mission of eliminating cancer and related diseases. 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.   

Biostatistics, Bioinformatics and Epidemiology Program (BBE) supplies the statistical and mathematical modeling expertise needed within Fred Hutch’s Vaccine and Infectious Disease Division to accomplish our ambitious objective of eliminating disease and death attributable to infection. We are also accelerating research to confront the growing burden of COVID-19, HIV, and cancer-related infectious diseases worldwide.

BBE is seeking a dynamic person to join its Research Administration team. This Research Administrator (RA) position collaborates with internal and external partners including principal investigators, program, division and Center staff, and sponsor organizations to ensure timely and accurate accounting and financial reporting of sponsored research in compliance with federal and external sponsor regulations and requirements.

Our Research Administration team and our scientists are supportive, collaborative, and respectful of each other. This is an incredibly busy time for the program with the current global health crises and new funding opportunities. The right candidate will take initiative, think proactively and strategically, and adapt well to change. The ability to work independently and exercise good judgement when appropriate is essential to success in this position. Curiosity about vaccine research, public health and the evolution and spread of viruses is a bonus as our program serves as the Statistical and Data Management Center for several international collaborative study networks including: HIV Vaccine Trials Network (HVTN), HIV Prevention Trials Network (HPTN), Infectious Diseases Clinical Research Consortium (IDCRC), Vaccine Immunology Statistical Center (VISC) and COVID-19 Prevention Network (CoVPN).

The Research Administrator reports to the BBE Research Administration Manager, and works independently and collaboratively to coordinate grant and contract proposals and renewal submissions; draft and process regulatory compliance documentation; prepare and monitor project budgets from pre-award to close-out; advise Principal Investigator(s) and Associate Director(s) of the current budget status and projections; ensure adherence to sponsor rules and regulations as well as Fred Hutch policies and guidelines; and interact with administrative personnel and external organizations regarding fiscal and regulatory aspects of the projects/program. They also participate in programmatic, divisional or institutional improvement projects, and problem resolution related to research administration.

Responsibilities

Pre-Award Activity:

• Work closely with Principal Investigators (PIs) and other scientific staff to prepare and submit grant and contract applications to funding agencies.
• Advise faculty members as they navigate the grant proposal process on all parts of the application process and the different requirements of various funding sources.
• Develop the budget and related financial portions of the application or proposal while ensuring that content is accurate, complete, and in compliance with the governing regulations.
• Track the approval process to ensure that all necessary permissions are documented prior to the submission deadline.
• Identify sources for additional funding, supplements, and participate in business development activities as requested.

Post-Award Activity:

• Manage grants, contracts and research agreements awarded by a variety of funders including Federal agencies, private foundations and commercial enterprises in close collaboration with
• Principal Investigators (PIs) and program leadership.
• Ensure compliance with sponsor-specific reporting requirements, including tracking deadlines for progress reports, quarterly/annual financial reports and project closeouts.
• Plan for all competing and non-competing reports and renewals.
• Establish and monitor budgets and spending, ensuring compliance with regulations/guidelines.
• Proactively communicate about issues or concerns that may impact successful completion of the research.
• Prepare regular, relevant and timely reports for PIs and the BBE Program Operations Director regarding spending, head-count, and future projections.
• Monitor program employees’ effort and salary allocation; assisting PIs with monthly effort reporting.
• Serve as a liaison with administrative departments within Fred Hutch and at collaborating institutions.
• Partner with collaborating organizations on proposals, reporting, and budget management.
• Assist in the preparation and monitoring of Institutional Review Board (IRB) documentation and ensure regulations are followed for Human Subjects, Vertebrate Animals, and Hazardous Materials research.
• Participate as an active contributor in Continuous Improvement Projects.
• Serve as a divisional and/or program representative.

Qualifications

Minimum Qualifications

• BA in Accounting, Finance, Public Administration.  Related relevant experience can substitute for educational requirement:
  • Research Administrator III minimum requirements: Three years in pre-award and post-award grants and contract management.
  • Research Administrator IV minimum requirements: Five years in pre-award and post-award grants and contract management.
• Knowledge of relevant regulatory requirements related to IRB and IACUC compliance and ability to apply this knowledge.
• Effective and professional oral and written communication skills, with the ability to tailor communications to specific audiences.
• Ability to navigate complex internal systems and departments while exercising sound judgement and discretion.
• Proficient with complex budget development and use of reporting tools.
• Proficient in fiscal and budgetary management.
• Advanced skills in Word, Excel (including familiarity with pivot tables), Adobe Acrobat Pro, Outlook, and PowerPoint.
• Excellent time management and prioritization skills, with the ability to effectively manage multiple and competing demands.
• Demonstrated ability to function independently while exercising skill and informed professional judgment.
• Highly organized and detail oriented.
• Demonstrated ability to work successfully as part of a diverse team with a commitment to equity and inclusion.
   

Preferred Qualifications

• Experience working in a research organization, a university/medical school setting, or other complex non-profit organization.
• Experience with National Institute of Health (NIH) awards, namely Cooperative Agreements.
• Experience creating and using Tableau dashboards for reporting.

Fred Hutch has a mandatory COVID-19 vaccine requirement, with exceptions only for approved medical or religious accommodations.
As a condition of employment, newly hired employees must provide proof of vaccination or initiate the accommodations process before their first day of employment.

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.

Our Commitment to Diversity

We are proud to be an Equal Employment Opportunity (EEO) and Vietnam Era Veterans Readjustment Assistance Act (VEVRAA) Employer. We are committed to cultivating a workplace in which diverse perspectives and experiences are welcomed and respected. We do not discriminate on the basis of race, color, religion, creed, ancestry, national origin, sex, age, disability (physical or mental), marital or veteran status, genetic information, sexual orientation, gender identity, political ideology, or membership in any other legally protected class. We are an Affirmative Action employer. We encourage individuals with diverse backgrounds to apply and desire priority referrals of protected veterans. If due to a disability you need assistance/and or a reasonable accommodation during the application or recruiting process, please send a request to our Employee Services Center at hrops@fredhutch.org or by calling 206-667-4700.