Research Administrator II-III

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.   

The Basic Sciences Division is one of five scientific divisions at Fred Hutch  and is comprised of 30 faculty-led laboratories. We are seeking a Research Administrator (RA) to join our team of 10 Research Administrators to facilitate the work of our preeminent scientists. Depending on experience the position can be filled as an RA II or RA III. The Research Administrator II works under general direction from a supervisor and partners with Principal Investigators to support lab administration. An RA II proactively provides compliant and effective funding support, budget and regulatory administration and general administrative support for faculty members and their labs. The role requires excellent administrative skills, a customer service orientation, an attention to detail, strong communication skills, and collaboration with colleagues and external partners. The RA III performs the duties of a RA II but has at least two years of experience as a research administrator preferably with principal investigators in a research institution, and carries out higher level portfolio analyses and post award issue issue resolution. 

The RA position serves as a liaison between assigned faculty and the Fred Hutch central administrative departments and as such has an opportunity to provide a broad array of administrative support functions. The RA supports and ensures compliant and effective funding, budget and regulatory administration and general administrative support for one or several Principal Investigators and their labs. The RA collaborates with Principal Investigators (PI) and their lab members and interfaces with other departments as needed to complete job responsibilities. We seek someone with skills in research administration as well as strong organizational skills, an interest in continuous learning, a sense of humor and a desire to work in a supportive and collegial community.

Responsibilities

Grant/Budget/Fiscal Management

• Participate in strategic planning activities for the faculty such as setting administrative goals related to their portfolio of funding, tracking administrative due dates and related activities
• Develop, monitor, track and project the budgets for a complex portfolio of projects with multi-variable aspects (multi-site, sub awards etc.)
• Develop, run and analyze reports aimed at oversight of over/under spending, compliance with regulations and forecasting future expenses
• Funding source administration- Lead the process of preparing grant submissions and post award activities by conducting tasks such as:
  • Work with faculty to develop timelines and strategies for responses/requests
  • Completion of all technical/non-scientific steps and assigned technical or scientific portions of grant submissions
  • Prepare and review budgets, identify discrepancies and provide recommendations to the PI on scenarios to resolve the issues with appropriate stakeholders
    manage submission through application systems
     

Regulatory Support

• Prepare/Consult/Advise PIs on non-scientific portions of regulatory applications/submissions (human subject and animal regulatory requirements, material transfer agreements, etc.)
• Identify missing regulatory components that are required and resolve issues to ensure successful submission or renewal
• May advise or consult with Center leadership on changes to Center-wide policies/procedures and help create implementation plans in response to changing regulatory requirements (e.g. Uniform Guidance)
• Serve as a central point of contact to answer questions and facilitate solutions
   

Administrative Support

• Manage personnel appointments and human resource activities for PI teams
• Identify administrative needs for the department or PI(s); prioritize and ensure related tasks are completed
• Identify space and resource shortages and develop recommendations to resolve related issues
• Oversee the management of projects including occasional event planning and management
• Communicate with other departments/entities on Primary Investigator (PI)’s behalf
• Resolve discrepancies and issues with stakeholders on PI’s behalf

Leadership

• Opportunity to lead team members in training on new systems/processes
• Opportunity to serve as mentor or resource for less experienced staff

Qualifications

Minimum Qualifications

• A cover letter describing interest and relevant experience is required.
• High school diploma or equivalent
• Research Administrator II minimum requirements: Two years of relevant administrative support experience, with some pre- and/or post award grant support experience
• Research Administrator III minimum requirements: Three years of relevant experience performing research administration in pre-award and post-award grants and contract management
• Ability to analyze and interpret regulations, determine impact, and manage change
• Advanced proficiency with Microsoft Office suite including Teams, Adobe Acrobat
• Demonstratable experience and knowledge using Excel –for example, using formulas, calculating values in multi-step processes, preparing account reports, and working with pivot tables
• Basic understanding of accounting and terminology. Experience managing accounts, account reconciliation, account reporting, etc.)
• Demonstratable experience with successful planning, organizing, and prioritizing your work
• Ability to source data from systems and generate customized reports
• Ability to navigate complex internal systems and departments
• Proficiency with Microsoft Office and Adobe software
• Ability to edit basic web pages
• A focus on excellent customer service
• Excellent written and oral communication skills
• Thrives in environment of sharing information and learning with colleagues
• Interest in working on process improvement with team
   

Other Requirements

• Maintain regular work hours  
• Able to prioritize and perform multiple duties received from multiple sources and/or situations requiring time sensitivity without loss of efficiency or accuracy
• Enjoy interacting professionally with a variety of individuals, both internal to Fred Hutch and with external partners
• Able to carry-out simple and/or detailed oral and written instructions
• Complete assigned tasks with minimal or no supervision
• Exercise independent judgment and make appropriate decisions
• Enjoy learning new systems and skills and adapt quickly to evolving work priorities and demands

Preferred Qualifications 

• Experience with research administration in an academic or non-profit organization
• Federal grant management experience, preferably with the National Institutes of Health
• Knowledge of Uniform Guidance and government funding rules
• Experience supporting lab-based research
• Knowledge of relevant regulatory guidelines such as compliance with Institutional Review Board processes for human subject and animal use, handling etiologic materials or recombinant DNA, etc.
• Working knowledge of Fred Hutch policies and procedures
• Certified Research Administrator 
• Bachelor’s degree

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.