Operations Administrator

Seattle, WA, USA|Remote, Onsite

Job Overview

Employment Type

Full-time

Compensation

Salary

Range $80,172.00 - $109,470.00

Benefits

Medical insurance

Vision Insurance

Dental Insurance

flexible spending accounts

Life insurance

Disability insurance

retirement plans

Family life support

Employee assistance program

Onsite Health Clinic

Tuition Reimbursement

Paid vacation

Paid sick leave

Paid holidays

Paid parental leave

Job Description

Fred Hutchinson Cancer Center is an independent, nonprofit organization recognized nationally and internationally for its commitment to adult cancer treatment and innovative research in cancer and infectious diseases. Located in Seattle, Washington, Fred Hutch stands as the only National Cancer Institute-designated cancer center in the state, marking it as a leading institution in the fight against some of the world’s deadliest diseases. The center is renowned for groundbreaking work in several fields, including bone marrow transplantation, HIV/AIDS prevention, immunotherapy, and research contributing to the development of COVID-19 vaccines. With a broad network comprising eight clinical care sites and affiliations across hospitals in five states, Fred Hutch provides comprehensive medical oncology services, infusion, radiation, proton therapy, and related support to patients, combining superior clinical care with advanced research efforts.

This position is for an Operations Administrator, also referred to as Project Coordinator II, based in the Infectious Disease Sciences (IDS) Program within the Vaccine and Infectious Disease Division (VIDD) of Fred Hutchinson Cancer Center. The role is both dynamic and multi-faceted, involving a strong focus on coordinating and executing a wide range of program events including scientific symposia, research conferences, and meetings that engage domestic and international faculty, researchers, trainees, and professionals in infectious disease fields. The Operations Administrator’s responsibilities extend beyond event management to include the development and implementation of program-wide procedures, training tools, and project management practices that enhance operational efficiencies and support strategic initiatives. This includes managing clinical service schedules, providing administrative and logistical support, and using expertise to ensure seamless communication and organization within the program.

Reporting directly to the Senior Project Manager for IDS, this role requires a blend of independent decision-making and collaborative teamwork to effectively integrate cross-program activities and maintain alignment with Fred Hutch’s mission and values. The incumbent must exercise sound judgement and maintain confidentiality while handling sensitive information related to participants, faculty, sponsors, and staff. Success in this role hinges on excellent organizational skills, a customer-service mindset, strong communication abilities, and adaptability to a fast-paced, evolving health research environment.

The Operations Administrator position offers a hybrid work model with opportunities to work both on campus and remotely. Fred Hutchinson Cancer Center provides a competitive salary range from $80,172 to $109,470, commensurate with experience and qualifications, and a comprehensive benefits package designed to promote health, well-being, and work-life balance for its employees. Applicants are encouraged to submit a cover letter along with their application to be considered for this stimulating and impactful opportunity. The center is proud to uphold values of diversity, equity, and inclusion, fostering a work culture that respects and leverages differences for innovation and excellence.

Job Requirements

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
Ability to manage complex event logistics and coordination
Strong organizational and multitasking skills
Excellent communication and interpersonal skills
Proficiency in Microsoft Office and project management software
Ability to maintain confidentiality and exercise sound judgement
Flexibility to work irregular hours occasionally
Physical ability to perform office tasks such as bending, stooping, and lifting
Ability to work collaboratively within a team environment
Strong attention to detail and problem-solving skills
Commitment to Fred Hutch’s values of integrity, respect, and collaboration.

Job Qualifications

Bachelor’s degree in related field or equivalent experience
Minimum of three years post-master's or five years post-bachelor's project coordination experience in a research setting
Experience with project management software such as Airtable or similar platforms preferred
Background in academic, private, or nonprofit biomedical research settings
Proven experience planning workshops and events with 20-200 attendees
Knowledge of budget tracking, expense reporting, and procurement processes
Strong collaborative skills and ability to operate cross-functionally
Excellent verbal and written communication abilities
Ability to maintain composure under pressure and provide excellent customer service
Awareness of global cultural sensitivities and experience in cross-cultural collaboration
Strong problem-solving and analytical skills combined with business acumen
Demonstrated ability to manage multiple complex projects concurrently
High accountability and drive for results
Proficiency with Microsoft Suite, survey tools, Smartsheet, Adobe Acrobat, SharePoint, and Zoom
Ability to quickly learn and adapt to new software
Physical ability to perform basic office tasks
Availability for occasional irregular hours including evenings and weekends for event support.

Job Duties

Facilitate scientific symposia, meetings, and conferences for internal and external audiences
Plan and coordinate recurring meetings, seminars, and special events, including participant engagement, marketing, communications, and logistics
Maintain and utilize event management databases to track sponsorships, registrations, and other activities
Serve as primary point of contact for event coordination providing registration support and facilitating communications
Ensure confidentiality and security of sensitive information related to program events and participants
Monitor event budgets, track expenditures and support resource allocation
Coordinate and manage Infectious Disease consult and outpatient clinic coverage schedules
Maintain and update communication channels for clinical service teams
Manage shared office equipment and administrative resources
Schedule and manage program administrative meetings and room reservations
Assist with IT requests and office supplies management
Develop and maintain internal tracking systems and audit records’ access
Support program leadership with calendar management and special reports
Assist with IDS program activities including internship programs
Perform other responsibilities as assigned.