Administrative Manager - President/Director's Office

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Title:

Administrative Manager - President/Director's Office

Employment Type:

Full time

Location:

Seattle, WA

Application Contact:

https://careers-fhcrc.icims.com/jobs/12747/administrative-manager---president-director%27s-office/job?hub=7

Job Description:

Click here to apply for this position

Overview

Fred Hutchinson Cancer Research Center (“Fred Hutch” or “the Center”) is one of the premier cancer research centers in the world and home to three Nobel laureates.  Fred Hutch is an independent, nonprofit research institution, located on a magnificent campus in the South Lake Union area of Seattle.  With the mission of eliminating cancer and related diseases as causes of human suffering and death, the Center conducts research of the highest standards to improve prevention and treatment of cancer and related diseases.  Recognized internationally for its pioneering work in bone marrow transplantation, the Fred Hutch’s five scientific divisions collaborate to form a unique environment for conducting basic and applied science.

 

The scientific palette of Fred Hutch is extensive; it has over 270 research scientists and 2,800 employees.  Areas of research focus include hematologic malignancies, solid tumor biology,immunotherapyy, early detection, tumor research, international research, fundamental science, cancer and prevention research as well as substantial programs in global oncology and HIV/AIDS.  Additionally, given that the eradication of cancer and other life-threatening diseases is an ambitious goal that demands tenacity, scientific excellence, collaboration and breakthrough creativity, Fred Hutch has five scientific divisions working toward this end: Basic Sciences, Clinical Research, Human Biology, Public Health Sciences, and Vaccine and Infectious Disease.  The Center has recently established crosscutting integrated research centers organized to promote team science involving members from two or more of the scientific divisions.

 

Position Overview

The Administrative Manager to the President/ Director’s Office (DO) reports to the President and plays a key role in enabling the President to work most effectively with internal and external stakeholders and fulfill the President’s commitments to the Board of Trustees, Division Senior Vice Presidents (SVP’s) and Executive Leadership Team ELT). The Administrative Manager to the President/DO is a highly resourceful, organizationally aware, adaptive and facilitative individual with strong emotional intelligence, self-motivation, and strong analytical skills. The Administrative Manager has oversight of all activities related to the President and manages all administrative activities of the Director's Office.  

Responsibilities

Specific Responsibilities:

  • Manages the Director’s Office (DO) staff team to balance needed support, provide supervision, development, coaching and mentoring, while maintaining a high level of consistency, professionalism, service and support.
  • Provides high-level organizational support to the President including, but not limited to, all calendar scheduling, preparation of materials as assigned, travel and expense reporting and management of meetings.
  • Builds and maintains an understanding of all organizational functions to effectively support the execution of initiatives and projects and provides recommendations to the President on actionable items.
  • Serves as a liaison and collaborates with executives, scientific and administrative leaders, faculty, the Manager of Board Relations and other key stakeholders to ensure the President’s needs and expectations are conveyed, understood, and agreed upon and needs and/or concerns are conveyed from executives and other leaders to the President.
  • Schedules and staffs meetings involving the President and Executive Vice Presidents, and with Senior Vice Presidents, including logistics planning, distribution of meeting materials, creation of proposed agendas, taking minutes, and communicating outcomes, decisions, and actions to all relevant stakeholders as per President's instructions.
  • Prepares and distributes correspondence on behalf of the President for internal and external audiences.
  • Develops and manages calendar of upcoming communication events (articles, columns, speeches, panel discussions, etc.) and prepare and facilitate work with necessary stakeholders.
  • Working collaboratively with Communications & Marketing, Philanthropy and others, actively identifies and presents opportunities for the President to engage with internal and external stakeholders to support organizational initiatives and promote brand recognition.
  • Maintains inventory of critical projects in which the President is involved in or leading, in addition to preparing statuses regularly or as needed.
  • Develops and manages budgets for the Director's Office (DO).
  • Performs other duties as assigned.

Competencies:

  • Communication: Clearly and persuasively communicate, listen and seek clarifications; write clearly and informatively. Initiative - Demonstrated ability to work independently and as part of a team; exhibit sound and accurate judgment, including prioritization and time management skills. Able to provide support to multiple team members simultaneously.
  • Results Orientation: Focused on improvement of effectiveness and service. Influences, introduces improvements into the Director’s Office.
  • Detail Orientated: Demonstrated accuracy and thoroughness; monitor own work to ensure quality and organization. Strong attention to detail while multitasking.
  • Diagnostic Information Gathering: The ability to identify the information needed to clarify situations, seek that information from appropriate sources, and use skillful questioning to draw out the information, when others are reluctant to disclose it.
  • Thoroughness: Ensuring that one’s own and others’ work and information are complete and accurate; carefully preparing for meetings and presentations; following up with others to ensure that agreements and commitments have been fulfilled.
  • Professionalism: Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments.
  • Cultural Leadership: Proven ability to have a positive impact on team morale and fostering an environment of inclusion.
  • Judgement: Excellent business and technical judgment. Executive maturity and ability to exercise exceptional discretion with confidential information.
  • Planning and Execution: Ability to think holistically and strategically and execute on key operational rhythms, communications, and programs. Proven ability to plan, organize, and manage business/operational rhythms such as leadership team meetings, reviews, and events.

Qualifications

Required:

  • Bachelor’s degree required; advanced degree in administration (MBA, MPA or similar) is a plus
  • Prior experience in a research institute, biotechnology or academia is required.
  • At least ten years’ experience as a senior administrative manager or in a similar role within an executive c-suite environment.
  • Three plus years’ experience managing an administrative team.
  • A highly analytical, strategic, and structured thinker with a strong sense of integrity and the ability to influence others.
  • Proven project management skills including the ability to drive, implement multiple projects and ideas in a changing environment.
  • Strong, clear, and effective verbal and written communication skills.
  • Experience working with leaders in all sectors (business, medical, political, education, etc.)
  • Strong executive presence with superior relationship cultivation skills.
  • Proven effectiveness driving complex multi-stakeholder processes and cross-team programs to desired results while managing risk.
  • Proven competency in strategic leadership, organizational agility, cross-team collaboration, driving for results, and written and verbal communications.

Our Commitment to Diversity

We are committed to cultivating a workplace in which diverse perspectives and experiences are welcomed and respected. We are proud to be an Equal Opportunity and VEVRAA Employer. We do not discriminate on the basis of race, color, religion, creed, ancestry, national origin, sex, age, disability, marital or veteran status, 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 our Employee Services Center at escmail@fredhutch.org or by calling 206-667-4700.
Fred Hutchinson Cancer Research Center
1100 Fairview Ave. N
Seattle, WA, United States
Phone: 206-667-7783
Web: www.fredhutch.org

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