Administrative Head, Vaccine and Infectious Disease Division Faculty Affairs Office

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

Cures Start Here. At Fred Hutchinson Cancer Research Center, home to three Nobel laureates, interdisciplinary teams of world-renowned scientists seek new and innovative ways to prevent, diagnose and treat cancer, HIV/AIDS and other life-threatening diseases. Fred Hutch's pioneering work in bone marrow transplantation led to the development of immunotherapy, which harnesses the power of the immune system to treat cancer with minimal side effects.

An independent, nonprofit research institute based in Seattle, Fred Hutch houses the nation's first and largest cancer prevention research program, as well as the clinical coordinating center of the Women's Health Initiative and the international headquarters of the HIV Vaccine Trials Network. Careers Start Here.

A research center depends on the capacity to recruit and retain exceptional scientists who seek to prevent, diagnose and treat cancer, HIV/AIDS, and other life-threatening diseases. The Faculty Affairs Office in the Vaccine and Infectious Disease Division coordinates external searches for new divisional faculty, oversees the annual review of faculty members, and orchestrates complex faculty promotion processes; many of which involve other Divisions or departments at the University of Washington or neighboring institutions.

The Administrative Manager is responsible for overseeing the appointment, promotion, and review processes for 80+ faculty and professional scientific staff in the Vaccine and Infectious Disease Division (VIDD) of the Fred Hutchinson Cancer Research Center. The Administrative Manager manages the meeting agenda and communications for the Division's standing committee on Faculty Appointments and Promotions. The Administrative Manager is also responsible for implementing and updating the Guidelines for VIDD Faculty Appointments and Promotions.

The Administrative Manager is directly responsible for the operations of the Faculty Affairs Office (FAO). Key accountabilities include: development and revision of internal procedures and materials to efficiently execute programmatic activities of the FAO in a manner consistent with Center policies and guidelines; resolving issues that arise; proposing solutions to the Division Director and/or Division Administrator, as needed; serving as an advocate for faculty issues to Division and Center leadership; acting as liaison with external institutions on administrative issues related to faculty appointments and promotions.

Job Duties:
- Administer faculty promotions. Oversees the promotion committee; manage reviewer list process from initiation to final approval step; provide direction to candidate on required materials; serve as liaison where applicable
- Plan and support A&P Committee. Schedule reviewees, provide direction to faculty for preparation of required materials; review CVs for content and format, develop meeting agendas, select lead reviewer from committee, document meetings, follow up on FAO action items
- Manage faculty recruitment process and support VIDD Division Director in establishing new faculty positions.
- Advise and support search committee; serve as liaison between VIDD, internal Fred Hutch, and other stakeholders; direct HR for advertisement placement, recruitment logistics, and candidate travel arrangements.
- Oversee the development of detailed and complete visit schedules for candidates and communicating with applicants.
- Oversee creation and use of applicant database by the search committee; monitor committee activities and follow up on needed actions.
- Recruitment actions must follow federal laws and must adhere to the policies and regulations of the academic institutions involved (FHCRC and/or UW)
- Interpret, explain, and implement faculty guidelines, rules, policies, and procedures related to faculty ranks as defined by the faculty guidelines, consistent with Fred Hutch policies
- Communicate with VIDD Executive Committee as well as Center leadership
- Oversee all new member track faculty and staff scientist orientation sessions
- Support quarterly faculty meetings and faculty subcommittees on reviews
- Oversee scheduling and communications regarding seminars and special events relating to faculty recruitment and promotion
- Coordinate faculty development programs
- Draft written instructions, routine business memos, and other routine letters
- Lead the improvement and implementation of all FAO procedures and policies
- Maintain confidentiality and professional decorum at all times
- Perform other responsibilities as required

- Bachelor's degree
- 5 years of progressively challenging administrative experience
- Working understanding of academic research or academic medical environments
- Demonstrated evidence of superior oral and written business communication skills
- Experience with technical writing and editing in support of recruitment and related academic letters and support
- Experience in positions requiring confidentiality and sensitivity

Key Skills and Abilities
- Ability to work professionally and relatively independently and to create good working relationships with faculty, high-level administrators, and those in leadership positions
- Ability to quickly learn various systems and on-line databases needed to navigate and complete tasks for a multi-organizational environment (FH-SCCA-UW)
- Ability to effectively navigate complex processes and interactions with multiple ranks of professionals and staff, as well as to bridge gaps throughout the division, Fred Hutch, and with external stakeholders to facilitate actions related to faculty affairs
- Exemplary attention to detail; impeccable record keeping and organizational skills
- Highly developed communication skills - both written and verbal
- Motivated by desire to solve problems and positively affect systems
- Must have integrity and pride in work product
- Capability to adhere to strict deadlines and guidelines

If interested, please apply online at


An analysis appearing in PeerJ finds that social media mentions of a paper may lead to increased citations.

NIH's Michael Lauer looks at the number of grants, their amount, and funding success rates at the agency for last year.

At Nature, Johns Hopkins' Gundula Bosch describes her graduate program that aims to get doctoral students thinking about the big picture.

Patricia Fara writes about childcare funding, and women in science and science history at NPR.