Project Coordinator I

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.

Global Oncology (GO), part of the Vaccine and Infectious Disease Division at Fred Hutchinson Cancer Research Center, has a mission to reduce the global burden of cancers, especially in low and middle-income countries, through the advancement of research and the development of new low-cost prevention and treatment strategies. A cornerstone of the program is a decade-long alliance with the Uganda Cancer Institute (UCI) that advances research, capacity building, and cancer care in Uganda.

This Seattle-based position will work under the direction of the GO Deputy Director and will work closely with other GO staff based in Seattle and Kampala to contribute to the program's strategic objectives in an international research setting. The Project Coordinator I requires the application of special skills and knowledge be applied in coordinating administrative activities for the program and in carrying-out moderately complex assignments.

General Program Administration
- Assist the Managing Director in effective meeting planning, management, and follow-up - including preparations, documentation of action-item and follow-up for GO program-wide and GO Administration meetings.
- Develop and manage the GO Administration Sharepoint site
- Support program's knowledge management related to administration and financial operations

Administrative Operations
- Responsible for reviewing vendor agreements for both the US and Uganda groups, confirming and collecting necessary information from program staff to complete them, and edit as required.
- Routing of vendor agreements through the Fred Hutch Office of General Counsel for their review and approval prior to execution. Shepherd all contracts through the approval and execution process, and enter into the FMS procurement system as required.
- Responsible for the tracking of expiration dates of all vendor agreements and initiating renewals as needed, prior to the end date, and in conjunction with Uganda Administrative staff.
- Maintain thorough files for each vendor agreement, including the fully-signed versions for all that have been executed.

Staffing Program-wide
- Support the Program Head in new faculty recruitment, in coordination with the VIDD Faculty Affairs Office
- Support the Managing Director in ensuring a rigorous and thoughtful annual review process for Seattle- and Kampala-based staff.
- Support the Managing Director to collect, compile, and track the entire program's professional development requests and requirements and support follow-up.
- Create and maintain a database that houses all of the program's current job descriptions, working with hiring managers and staff to updating annually and as there are changes.
- Enter all job requisitions into the Fred Hutch iCIMS recruitment system and follow each through to approval.
- Manage and update Seattle and Uganda staff organizational charts

- Responsible for tracking and routing Uganda employment contracts through the Deputy Director, Finance for approval and execution, and ensuring they are signed in a timely manner and returned to the site before the required start date.
- Track all employment contracts in conjunction with Uganda HR staff, including the end dates of temporary assignments. Work with Uganda HR staff to ensure that temporary staff are reminded in advance of their contract end date and/or extend the contract, as required.
- Maintain thorough files for each HCRI-Uganda employee's employment contracts and memorandums, including the fully-signed versions of each.
- Process Fred Hutch on-boarding and off-boarding checklists for new and departing employees.
- Coordinate with Fred Hutch HR and relevant GO program staff members in ensuring smooth on- and off-boarding of expat employees (HR paperwork filed by start date, computer ordered, visa filed, flight booked, temporary accommodations reserved, guidance offered on living and working in Uganda, and relocation costs reimbursed if applicable, etc.).
- Assist in the organization of and preparations for program staffing meetings as needed.
- Create and maintain HCRI-Ug staff member lists including pertinent information such as FTE, temporary employment end dates, supervisor, title, etc.

Financial Operations
- Assist the program's Grants & Contracts Specialist with the gathering of information and required documents for grant application submissions and progress reports.
- Prepare clinical trial and other required sponsor invoices and back-up for submission. Ensure timely payment is made by each sponsor.
- Prepare Travel Expense Vouchers for reimbursement to applicable clinical trial participants.
- Assist the Grants & Contracts Specialist in maintaining databases for budget codes (project IDs) and other general grant information. Maintain updated bio-sketches and other Support documents for Principal Investigators, Facilities and Resources documents, and other general documents required for grant submissions.
- Assist Grant and Contract Specialist with the coordination of monthly effort certifications. Assist the program's managers with the time approval process as needed.
- Assist in finance meeting and pre-application meeting preparations as needed.

Perform related duties as assigned.

Required qualifications:
- Bachelor's degree required, with credentials in business or finance preferred.
- Minimum of one year post-master's or three years post-bachelor's project coordination experience in a research setting.
- Minimum of two years of experience working with contracts required; experience with vendor contract negotiations a plus.
- Invoicing and/or grants and contracts experience required.
- Extreme attention to detail.
- Strong computer skills; proficiency with a variety of software packages including Microsoft Outlook, Excel, Word, SharePoint, Adobe Pro, and Skype.
- Well-developed verbal and written communication skills.
- Self-motivated and able to work independently using strong organizational and time management skills.

In addition to the required qualifications, the ideal candidate will have the following characteristics:
- Comfortable working in a fast paced environment.
- Experience working with international partners across time zones.

If interested, please apply online at

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.

National Institute of Environmental Health Sciences researchers have visualized the career paths of former postdocs.