Program Assistant III

Organization: 
Fred Hutchinson Cancer Research Center & Seattle Cancer Care Alliance
Job Location: 
Seattle ,WA
Job Description: 

PROGRAM SUMMARY
The Trandisciplinary Research on Energetics and Cancer (TREC) is a consortium of 4 Centers and 1 Coordination Center that involve scientists from multiple disciplines and encompasses projects spanning the biology and genetics of behavioral, sociocultural, and environmental influences on nutrition, physical activity, weight, energy balance, and energetics. The primary mission of the Coordinating Center is to foster collaborations among transdisciplinary teams of scientists, to facilitate data analyses, to examine common research questions across sites, to coordinate and facilitate semi-annual meetings of the TREC Centers, to develop and coordinate educational and training opportunities, and to evaluate progress, with the goal of accelerating progress toward reducing cancer incidence, morbidity, and mortality associated with obesity, low levels of physical activity, and poor diet.

JOB SUMMARY
Assists Program Manager in support of the TREC Coordination Center and Consortium. Functions as administrative contact for various program collaborative groups. Carries-out moderately complex special assignments or projects.

Program Assistant positions may vary widely in the specific responsibilities performed, as much of the work is project-based and specific to the individual department or program

SCOPE OF RESPONSIBILITIES
The incumbent works with minimal supervision and is expected to use initiative, sound judgment and critical thinking skills in carrying-out moderately complex responsibilities within the framework of the department/program policies and procedures and is expected to keep abreast of changes in regulations, protocols, laws, and procedures related to work responsibilities. The incumbent reports to the TREC Program Manager, providing administrative support for managing all aspects of the TREC Coordination Center operations.

JOB DUTIES
May perform some or all of the following responsibilities:

- Develop, implement, and maintain office organizational systems.
- Integrate TREC Coordination Center project calendars and assist with project timelines.
- Lead coordination of all operational and logistical details for biannual in-person scientific meetings, including facilitating hotel and meeting venue contracts, working with host site on meeting room needs, developing requirements for the meeting registration website, communicating requirements to and obtaining presentations from speakers, and creating and finalizing meeting materials. This includes travel to off-site meetings.
- Function as the administrative contact for various TREC scientific collaborative groups. This includes scheduling and setting up conference calls, reminding the chair about agenda creation, distributing the call materials, taking accurate minutes for multiple conference calls and meetings, and following-up with individuals regarding action items.
- Keep program website content current and accurate.
- Trouble shoot user problems/issues with access to the website.
- Coordinate Institutional Review Board materials.
- Assist in preparing special and recurring reports, including annual progress reports.
- Function as point of contact for the TREC e-mail inbox and phone line.
- Maintain current electronic mailing lists for all TREC constituents, including working groups and other collaborative teams.

- Develop and maintain updated policies and procedures manuals.
- Assist in the development of department/program materials.
- Carry-out moderately complex special assignments or projects.
- Work with internal and external investigators in tracking milestones and progress of individual or collaborative projects.
- May monitor program budget and assist in budget preparation.
- Coordinate development of quarterly program newsletter.
- Perform other responsibilities as assigned, including those for other COMPASS projects.

- BA/BS in a related field of study required.
- Minimum of three years experience in a progressively complex administrative work environment required.
- Ability to work independently with minimum supervision.
- Experience setting up and maintaining organizational systems for documentation, scheduling and project oversight.
- Excellent organizational and time management skills.
- Strong word processing/computer skills (Microsoft Word, Excel, PowerPoint, etc)
- Experience with Social Media a plus
- Excellent written and oral communication skills.
- Ability to manage multiple tasks and deadlines.
- Ability to work within a team environment.
- We are a VEVRAA Federal Contractor

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