Research Administrator I/II

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 I/II (RA) is a new position which will support the faculty and personnel in the Clinical Research Division’s departments of Pediatric Bone Marrow Transplantation, Survivorship and Clinical Biostatistics by providing support in grants and contract management (Pre- and Post- Award), budget 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

• Assist with submitting grants, to include writing and completion of non-technical portions of submission, oversight of institutional signoff, and preparation of JIT materials.
• Assist with fiscal management aspects of industry-sponsored clinical trials.
• Develop, monitor and track simple or basic budgets.
• Run standard reports to support budget management.
• Perform post-award activities, including annual progress report submission and sub-award activation and management.
• Monitor project budgets, ensuring that all financial allocations and expenditures are in accordance with grant/contract guidelines & regulations as well as institutional policies.
• Manage non-sponsored budgets, such as discretionary accounts and gift funds.
• Prepare monthly budget summaries and reports for PIs.

Fiscal Support

• Serve as purchasing liaison for some departments in the group, placing and approving orders for supplies and equipment. Create and maintain standing orders for a variety of vendors.
• Assist with approval of all corporate credit cards for faculty in the portfolio.
• Review and approve Travel Reimbursement and Check Request forms.
• Submit work orders for 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 departmental 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’ research web sites.
• 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

In order to be considered, please provide a writing sample with your application. 

Minimum Qualifications:

• High School Diploma (or equivalent).
  • Research Administrator I minimum requirements: Some relevant administrative experience.
  • Research Administrator II minimum requirements: Two years of relevant experience.
• Expert in use of Microsoft Office Suite, especially Outlook, Teams, Word, Excel as well as 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.)
• Ability to edit SharePoint sites or basic web pages
• Knowledge/prior experience with Enterprise Software Systems
• Ability to source data from systems and generate customized reports
• Basic budgetary knowledge (ability to reconcile, manage, report budget information, etc.)
• Prior experience or exposure to grant writing/applications including the knowledge of Uniform Guidance and government funding rules.
• Efficiently planning, organizing, and prioritizing your work as well as that of others
• Ability to navigate complex internal systems and departments
• Excellent verbal and written communication skills and the ability to communicate effectively with personnel from a variety of levels.

Preferred Qualifications:

• Bachelor's degree.
• Competency working with individuals in remote work setting.
• Prior administrative experience in a research or academic setting.
• Pre-award and post-award grants and contract management, or relevant experience.
• Proficient in fiscal and budgetary management.
• Exposure to NIH grants.
• 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.
• 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.

This position is patient facing and/or requires access to Fred Hutch clinical facilities. As such, full COVID-19 vaccination is required as a condition of employment, without exception. Booster doses are strongly recommended but not required. If declining a booster, completion of the COVID-19 Vaccination Status Form Questionnaire and COVID-19 Booster Declination Training is required. Because of our immunocompromised patient population, there are no medical or religious accommodations available for any employee who is patient facing and/or requires access to Fred Hutch clinical facilities. Only employees whose positions are fully remote, who are not patient facing and/or require no access to clinical facilities, may apply for medical or religious accommodations. As a condition of employment, newly hired employees must provide proof of vaccination 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.

The hourly pay range for the I position is from $26.20 to $37.31 and pay offered will be based on experience and qualifications.  

The hourly pay range for the II position is from $29.42 to $44.11 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).