Administrative Coordinator, HB Faculty Affairs

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

Fred Hutchinson Cancer Research Center, home of three Nobel laureates, is an independent, nonprofit research institution dedicated to the development and advancement of biomedical research to eliminate cancer and other potentially fatal diseases. Recognized internationally for its pioneering work in bone-marrow transplantation, the Center's five scientific divisions collaborate to form a unique environment for conducting basic and applied science. The Hutchinson Center, in collaboration with its clinical and research partners, the University of Washington and Seattle Children's, is the only National Cancer Institute-designated comprehensive cancer center in the Pacific Northwest. Join us and make a difference!

The Administrative Coordinator I position will be responsible for the administrative operations of the Faculty Affairs under the direction of the Division Administrator within the Human Biology Division.

Scope of Responsibilities:
The incumbent is directly responsible for the administrative operations of faculty affairs. Develop internal procedures and materials to efficiently execute programmatic activities and administration of faculty affairs that are consistent with Center policies and guidelines. Resolve issues that arise, or propose solutions to the Division Administrator as needed. Serve as liaison with outside institutions on administrative issues related to faculty promotions.
- Interpret, explain, and implement faculty guidelines, rules, policies, and procedures related to faculty ranks as defined by the faculty guidelines, consistent with Center policies.
- Plan annual, midterm, and 5-year faculty reviews. Design review calendar; develop timelines.
- Plan and support A&P Committee. Schedule reviewees, provide direction to faculty for preparation of required materials; review CVs for content and format, develop agenda, select lead reviewer from committee, document meetings, follow up on action items.
- Administer faculty promotions. Advise and support promotion committee; manage reviewer list process from initiation to final approval step; provide direction to candidate on required materials; serve as liaison to other division(s) and the University of Washington, where applicable.
- Manage faculty recruitment process. Advise and support search committee; serve as liaison with University of Washington Academic HR, interact with HR on advertisement placements logistics manage applicant database; plan candidate visits; monitor committee activities and follow up on needed actions.
- Provide timely updates on status of faculty recruitments, reviews, and promotions
- Develop and maintain computer programs for compiling and tracking data and generating a variety of reports, i.e. appointment terms, promotion dates, and other programmatic projects such as the faculty mentoring program. Responsible for maintaining Faculty and Scientific Staff Database and binders.
- Lead special projects, e.g., consult with database experts for Sharepoint on enhancing day-to-day operations of the program and maintain current faculty information on the FH HB webpages.
- Plan and support search and promotion committees, document proceedings, and follow up on action items. Support quarterly faculty meetings and faculty subcommittees on reviews.
- Coordinate seminars and special events relating to faculty recruitment and promotion.
- Coordinate faculty development programs.
- Ensure that faculty CVs are current in relation to promotion and review process guidelines.
- Performs other responsibilities as required.
- Minimum requirements include a bachelor's degree, plus three years of progressively complex administrative management experience. Prefer previous experience in academic human resource setting. Prefer previous experience with coordinating academic recruitments.
- Must be proficient in Word, Excel, PowerPoint, Access, Outlook, and Adobe.
- Must have highly developed concept of the critical roles that confidentiality, sensitivity, and discretion play in many faculty affairs actions.
- Must have exceptional interpersonal and customer service skills; demonstrated ability to work and communicate courteously with faculty, staff, and individuals from diverse cultural/ethnic/academic backgrounds

Must be self-motivated, dedicated, and mission-oriented. High level oral and written business communication skills are critical. Must have strong attention to detail and high level organizational skills, as evidenced by the documented ability to prioritize, meet deadlines, and manage multiple tasks and responsibilities; maintain flexibility when dealing with shifting priorities

If interested, please apply online at


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