Administrative Manager I - Event Planning

Administrative Manager I - Event Planning To be considered for this role, please submit cover letter with resume. Overview Fred Hutchinson Cancer Center is a nonprofit organization based in Seattle that provides adult cancer treatment and conducts pioneering research in cancer and infectious diseases. The center operates eight clinical sites and is the only National Cancer Institute‑designated cancer center in Washington state. Responsibilities Event Planning & Coordination Lead the weekly division seminar series, including speaker invitations, scheduling, travel and lodging arrangements, trainee lunch coordination, and room/catering logistics. Facilitate the Friday Afternoon Seminar series, managing scheduling, internal communication, and day‑of operational support. Plan and execute the Annual Division Retreat, including venue procurement, contract management, coordination of all logistics, and serve as the day‑of onsite contact. Coordinate division‑wide celebrations, including holiday events and faculty award ceremonies. Provide project management for the Weintraub Symposium and Postdoc Recruitment Symposiums, handling speaker travel, registration systems, marketing materials, and program execution. Partner with Research Administrators to manage logistics for informal seminars, including room reservations, publicity, and catering. Administrative & Financial Operations Act as the primary steward for specific division event budgets, ensuring expenditures align with financial guidelines. Reconcile division event ProCards, manage speaker honorarium and reimbursement processes, and secure necessary event permits. Create and disseminate promotional flyers, invitations, and event notifications across the division and Center. Maintain and update the Basic Sciences Division website with current event information. Act as a backup for day‑of event hosting and set‑up; supervise and delegate specific tasks to the Administrative Coordinator I as needed. Provide strong leadership and guidance to the Administrative Coordinator I, delegating event‑specific tasks and overseeing workflow distribution. Qualifications Minimum Qualifications Bachelor's Degree and three years of administrative management or relevant experience, or equivalent education/experience. Preferred Qualifications 3+ years of experience in administrative management, event coordination, and/or project management, preferably in an academic or research environment. Proven ability to manage timelines, complex logistics, and multiple concurrent projects. Competence in budget tracking, expense reporting, and procurement processes. Excellent verbal and written communication skills; ability to interface professionally with faculty, high‑profile guest speakers, and trainees. Experience with Microsoft Office Suite, survey tools (e.g., SurveyMonkey), and content management systems for website updates. Demonstrated ability to work effectively in a team, delegate tasks, and maintain strong cross‑departmental partnerships. Strong supervisory skills with proven ability to lead, mentor, and delegate to junior staff effectively. The annual base salary range for this position is from $80,172 to $114,941, with pay offered based on experience and qualifications. This position may be eligible for relocation assistance. Fred Hutch does not sponsor most H‑1B visas, but candidates already holding an H‑1B may be eligible. Fred Hutchinson Cancer Center offers employees a comprehensive benefits package including medical, vision, dental, flexible spending accounts, life and disability insurance, retirement plans, 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 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. If you need a reasonable accommodation during the application or recruiting process, contact Human Resources at View email address on click.appcast.io or call View phone number on click.appcast.io. #J-18808-Ljbffr Fred Hutchinson Cancer Center (Fred Hutch)