Research Administrator II/III

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. 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.

The Research Administrator II/III (RA) is an ongoing position which supports the faculty and lab personnel in the Translational Science and Therapeutics Division by providing support in grants and contract management (Pre- and Post- Award), budget development and monitoring, regulatory administration, and general day-to-day operations of the program faculty. The financial portfolio is comprised of various sources of NIH, foundation, industry, professional society, internal pilot, subawards, and institutional support and includes regulated activities.

This new role is part of a team of Research Administrators and Administrative Coordinators which provides a network of peer resources and team environment supporting the program faculty. The position will work under the direction of the Program Operations Director and will act independently in performing daily responsibilities, partnering with program faculty and interfacing with other departments as needed to provide research administration.

This role can be hybrid-remote or on-campus. Applicant must specify preference during the application process.

Responsibilities

Funding Source Administration

• Responsible for all pre- and post-award operations for each faculty in their assigned portfolio, providing operational oversight of the administrative implementation and financial management of research studies and associated agreements within the Program.
• Manages grant submissions and post award activity by conducting tasks such as:
  • Preparing grant application budgets
  • Completing/collating of all technical/non-scientific steps and assigned technical or scientific portions of funding/grant submissions
  • Review budgets, identify discrepancies and provide recommendations to the PI on scenarios to resolve the issues with appropriate stakeholders
  • Identify/forecast personnel and other resource requirements (including long-range forecasting across multiple budget years)
  • Working with faculty to respond to requests from other departments and external organizations
• Perform post-award activities, including annual progress report submission and sub-award activation and management.
• Manage non-sponsored budgets, such as discretionary accounts and gift funds.
• Prepare monthly budget summaries and reports for PIs.
• May assist with some fiscal management aspects of industry-sponsored clinical trials.

Fiscal Support

• Develop, monitor, track and forecast the budgets for a portfolio of projects with multi-variable aspects (multi-site, sub awards, milestone-based budgets etc.)
• Monitor spending for adherence to grant guidelines and policies, as well as internal policies
• Develop, run, and analyze reports to identify funding issues and develop recommendations
• Serve as purchasing liaison for some departments in the group, placing and approving orders for laboratory supplies and equipment. Create and maintain standing orders for a variety of vendors.
• Assist with reconciliation and approval of corporate credit cards for some faculty in the portfolio, obtain and store supporting documentation for purchases.
• Prepare and submit Travel Reimbursement and Check Request forms.
• Submit work orders for lab equipment repairs; procure and schedule outside maintenance when needed.   

Administrative Support

• Maintain faculty documents such as CV, NIH Biosketch, Other Support, and Academic Review & Promotion portfolio materials.
• As needed, may manage faculty calendars and schedule group meetings, including various lab meetings and occasional large meetings outside of our immediate Group.
• Perform Human Resources activities, such as on/off boarding, staff recruitment plans, and coordination of annual performance evaluations.
• Manage monthly time and effort reporting for the group.
• Assist with maintenance of PIs’ lab web sites.
• Assist with planning and arranging travel for PIs, staff, and visiting investigators.
• Manage and track conflict of interest prior approvals, annual reporting, and conflict management plans.
• Assist the senior RA and/or Regulatory Manager with IRB, IACUC, and MUA applications and renewals.
• Coordinate annual renewal of faculty licensure such as MD, DEA, and DOH.
• Serve as main point of contact for group staff in all administrative matters.
• Special projects and other tasks as assigned.

Qualifications

Minimum Qualifications:

• Research Administrator II minimum requirements: High school diploma (or equivalent) and two years of relevant experience.

  Research Administrator III minimum requirements: A Bachelor's degree or 3 years relevant experience.  Minimum of 1 year managing federal and/or non-federal sponsored research.  

• Expert in use of Microsoft Office Suite, especially Outlook, and Adobe Pro.
• Competency working with individuals in remote work setting.
• Strong organizational and problem-solving skills and the ability to manage competing priorities.
• Excellent verbal and written communication skills and the ability to communicate effectively with personnel from a variety of levels.
• Ability to exercise sound judgement and make appropriate decisions.
• Proactive, can anticipate needs, and set and meet deadlines.
• Capable of working autonomously to complete assigned tasks with minimal supervision/direction.

Preferred Qualifications:

• Bachelor's degree.
• Three years in pre-award and post-award grants and contract management, or relevant experience for RA III.  
• Prior administrative experience in a research or academic setting.
• Able to understand, interpret and provide guidance relating to notices of award and terms/conditions for sponsored research.
• Budget development and management for multiple types of funding mechanisms (NIH, Foundation, Industry, and pilot funding.)
• Exposure to industry-sponsored clinical trials.
• Prior experience with WorkDay, CLICK products, EPIC, and/or OnCore.
• Knowledge of bibliographic software, citation management software, web authoring software, and graphing and illustration software.

Fred Hutchinson Cancer Center 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, prior to their first day of employment:
Provide proof of being fully vaccinated against COVID-19 ; OR
Initiate the accommodations process to request a religious or medical accommodation (medical accommodations require a healthcare provider’s certification).

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 the II level position is from $29.42 to $44.11 and pay offered will be based on experience and qualifications.   

The annual base salary range for the III level position is from $74,358 to $111,536 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).