Operations Administrator

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. 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. 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. Mange electronic and archived storage: serve as primary contact for administrative team, perform quarterly audits for records access (electronic and archives), and ensure int