Administrative Assistant I-II Location Seattle, WA : 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
Administrative Assistant I-II position supports the Facilities Engineering Department by providing both backup for Administrative Manager and supporting various administrative functions. Additionally, this position manages selected contracts and performs some tasks of a clerical nature including back-up for the Engineering contact desk. This position will be onsite at our South Lake Union campus. Responsibilities: Financial and Expenditure Oversight Responsibilities : - Support Administrative Manager and the Director of Facilities Engineering in developing and justifying the department's annual multi-million-dollar operations budget.
- Manage Engineering monthly budget report and provide back up to Administrative Manager to analyze and reconcile discrepancies in the report.
- Assist with tracking, prioritizing, coding and approving invoices related to the Engineering department. Assist with training Supervisors, Managers and Leads on best practices.
- Monitor budgetary balances of all standing purchase orders. Issue new standing purchase orders to coincide with the Center fiscal year policies and procedures.
- Assist Administrative Manager with contract review, submission, and approval. Utilize Contracts Manager to submit contracts for review by Legal and track communications throughout review process. Once approved, route contracts for signature and file signed documents.
- Manage monthly budget chargeback reports. Reconcile chargeback errors provided by Accounting by working with Research Administrators and Finance to correct budgets to accept charges.
- Enter utility billing and use data into Energy Manager database. Monitor charges and work with Administrative Manager to reconcile discrepancies with charges and utility meters. Assist Facility Engineer with reporting and City required data entry for various buildings on campus.
- Assist as back-up for Engineering's complex department schedule. Provide back-up for payroll certification and time entry. Work with Program Coordinator and Operating Engineers to reconcile discrepancies.
- Enter time for operating engineers on a daily basis. Ensure time is entered by payroll deadline and run payroll reports for any missing time entries.
- Reconcile monthly ProCard expenditures for multiple cardholders.
Administrative Responsibilities : - Coordinate with the Training Trust to provide proper coverage for engineers to attend training. Submit proper paperwork, track approval, and submit final certification when an engineer completes the course to ensure the Trust covers the cost.
- Arrange travel planning and schedules, including flight, local transportation, accommodations, travel receipts, etc.
Clerical Responsibilities : - Open Front Office daily, which includes un-forwarding phones, checking voicemail messages, forwarding messages to appropriate Supervisor, updating Schedules spreadsheets, updating Front Office monitor, updating Front Office whiteboard, and covering phones until Front Office Staff arrives.
- Provide back-up to front office staff when necessary. Assist with any questions regarding budget expenses. Maintain technical knowledge of building maintenance and Engineering's best practices.
- Assist Director and Assoc. Director with coordination of various high-level meetings and tours. Ensure conference rooms are booked and up to standard, coordinate catering, and ensure tour materials and guides are available and aware of upcoming events. At the request of the Director, proofread and review presentations and supply any necessary items needed.
- Other nonspecific duties as required from time to time for the successful performance of the mission of the Engineering department.
Qualifications: Administrative Assistant I:
- Bachelor's degree or equivalent work experience. Additional experience may substitute for educational requirement.
- Minimum of four years of progressively complex administrative experience.
- Budget experience highly desirable.
- Strong computer skills required (Word, Excel, Teams, etc). Experience in Oracle FMS
- Must be able to interface with diverse types of personalities in order to perform the day-to-day routines of the position.
- Ability to multi-task during a large part of daily work.
- Physical skills necessary to bend, stoop, lift, climb, reach, and perform basic physical tasks.
Administrative Assistant II: - Bachelor's degree or equivalent work experience. Additional experience may substitute for educational requirement.
- Minimum of five years of progressively complex administrative experience.
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. Administrative Assistant I: The hourly pay range for this position is from $23.32 to $33.20 and pay offered will be based on experience and qualifications.
Administrative Assistant II: The hourly pay range for this position is from $25.71 to $36.60 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). 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 Human Resources at or by calling .
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