Operations Administrator

Operations Administrator

The Operations Administrator (payroll title: Project Coordinator II) is responsible for coordinating and executing a broad range of program events and activities, including scientific symposia, research conferences, meetings, and other initiatives within the Infectious Disease Sciences (IDS) Program of the Vaccine and Infectious Disease Division (VIDD) at Fred Hutchinson Cancer Center (Fred Hutch). The position also supports the development and implementation of program-wide procedures, training tools, and project management practices, while coordinating cross-program initiatives and administrative activities. This position reports to the Senior Project Manager for IDS.

The Operations Administrator manages scientific symposia and event planning, develops and maintains clinical service coverage schedules for the Infectious Disease Consult Service, and supports various aspects of office and program operations in close collaboration with the Senior Project Manager, Senior Program Operations Director, and IDS faculty. The role requires specialized skills in event management, program coordination, and administrative operations to effectively support program objectives and strategic initiatives.

Working within the IDS Program Administration structure, the Operations Administrator exercises independent judgment in interpreting and applying policies, procedures, and guidelines to make decisions that affect a broad range of stakeholders. Success in this role requires strong organizational skills, sound decision-making, effective collaboration, and the ability to balance independent work with team-based priorities in a dynamic environment.

This role will have the opportunity to work partially at our campus and remotely.

To be considered for this role, please submit a cover letter with your application.

Responsibilities

Symposia/Meeting Planning, Management and Coordination:

• Facilitate scientific symposia, meetings, and conferences for internal and external audiences, representing the Infectious Disease Sciences (IDS) Program to domestic and international faculty, researchers, postdoctoral trainees, and other professionals in the infectious disease field.
• Collaboratively plan and coordinate recurring meetings, seminars, and special events. Responsibilities include all aspects of event management, such as participant and speaker engagement, invitations and RSVP tracking, marketing materials, website content and updates, agenda development, communications, registration, venue logistics, vendor management, and event evaluations for both CME and non-CME activities.
• Maintain and utilize event management databases to track sponsorships, registrations, scholarships and travel awards, attendance, and other event-related activities.
• Serve as the primary point of contact for event coordination and management, providing registration support, overseeing venue logistics, facilitating communications, and assisting program teams, attendees, and speakers throughout the event lifecycle.
• Ensure the confidentiality and security of sensitive information related to participants, sponsors, faculty, and staff.
• Partner with program staff/teams to monitor event budgets, track expenditures, and support effective resource allocation.

Clinical Service Support/Office Operations/Space/Infrastructure Support:

• Coordinate and manage Infectious Disease consult and outpatient clinic coverage for 52+ inpatient attending blocks and 100+ outpatient clinics per year.
• Serve as the primary contact for development, coordination and communication of the ID Consult inpatient and outpatient schedules to our patient care team (attendings, APPs, fellows, pharmacists), support staff and partners.
• Maintain and update Teams channel as central hub for attendings, APPs, pharmacists, fellows and other support staff.
• Manage and maintain shared office equipment and work areas; distribute mail/faxes for our program.
• Schedule and manage calendar invitations for monthly program administration team meetings; assist with conference room and auditorium reservations.
• Assist Senior Project Manager with IT requests to coordinate computer/phone set-up and moves between work locations for faculty and staff.
• Manage office supplies (ordering, tracking inventories, and reconciling accounts and receipts).
• Develop and maintain internal data tracking and databases; support consolidation of data and efforts to improve internal processes.
• Manage electronic and archived storage: serve as primary contact for administrative team, perform quarterly audits for records access (electronic and archives), and ensure integrity of access to records.

Other Administrative Responsibilities:

• Support Senior Program Operations Director and Senior Project Manager on programmatic calendar events and schedules.
• Support/Assist Senior Program Operations Director and Senior Project Manager on special reports and IDS highlight submissions to division, center, and other departments.
• Assist with IDS program activities such as the Summer Scholars Internship Program.
• Perform other responsibilities as required.

Qualifications

MINIMUM QUALIFICATIONS:

• Bachelor's Degree in related field or equivalent experience required.
• Minimum of three years post-master's or five years post-bachelor's project coordination experience in a research setting.

PREFERRED QUALIFICATIONS:

• Experience with Airtable or similar project management and collaboration software.
• Academic, private or non-profit biomedical research setting in developing strong partnerships with faculty and other collaborators.
• Previous experience in planning workshops and events (20-200 attendees).
• Basic knowledge in budget tracking, expense reporting, and procurement processes.
• Collaborative Style - Believes in partnering, shares information and resources and operates cross-functionally.
• Excellent verbal and written communication skills; ability to interface professionally with faculty, high-profile guest speakers, and trainees.
• Ability to remain calm under pressure and maintain a customer-service mindset.
• Global Sensibilities and Sensitivities - Understands the changing global environment and incorporates these into strategic thinking and actions. Respects cultural differences and capitalizes on strengths that can be realized in effective cross-cultural collaboration.
• Proactive Problem-Solver - Melds analytic reasoning ability with business savvy.
• Proven ability to manage timelines, complex logistics, and multiple concurrent projects with high level of productivity and organizational skills.
• High Level of Accountability - Drives for results, displays a sense of ownership, and is passionate about attaining goals and surpassing expectations.
• Facility with Microsoft Suite (Outlook, Word, Excel, PowerPoint, Access, Microsoft Teams), survey tools, Smartsheet, Adobe Acrobat, SharePoint and Zoom.
• Ability to adapt to new software and programs as part of the position.
• Physical skills are necessary to bend, stoop, lift, climb, reach, and perform basic physical tasks in an office setting.
• Ability to work irregular hours on rare occasions for symposium/conference events, including some evenings and weekends.

The annual base salary range for this position is from $80,172 to $109,470, and pay offered will be based on experience and qualifications. Although Fred Hutch is not sponsoring most H-1B visas at this time, candidates who already hold an H-1B sponsored by another organization and are currently in the U.S. may be eligible for this position. 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), and paid parental leave (up to 4 weeks).

Additional Information

We are proud to be an Equal Employment Opportunity (EEO) and Vietnam Era Veterans Readjustment Assistance Act (VEVRAA) Employer. 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 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 View email address on click.appcast.io or by calling View phone number on click.appcast.io.