Job Description

Senior Operations Manager - Shared Resources

Job ID 14042 Type Regular Full-Time Company Fred Hutchinson Cancer Research Center Location US-WA-Seattle Category Administrative Support

Overview

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. An independent, nonprofit research institute based in Seattle, Fred Hutch houses the nation’s first 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.

The Senior Manager for the Fred Hutch Shared Resources (SR) is responsible for the strategic operations and effective day-to-day functioning of the of core facilities. These essential facilities provide services and access to specialized scientific equipment and expertise that supports of a wide spectrum of research activities based at Fred Hutch. Shared Resources also supports Cancer Consortium partners and the broader academic and biotechnology community in the Pacific Northwest and beyond. Our state-of-the-art facilities and expert services support critical research in a cost effective manner, with a broad understanding of the importance of the research community.

The successful candidate will report directly to the Associate Vice President (AVP) of Shared Resources. This individual will work collaboratively across Shared Resources, Research Administration, and the Scientific Divisions, while overseeing, directing and managing Shared Resources’ day-to-day operations. The individual must have expertise in financial planning and oversight, and operational process improvement and implementation. The successful candidate will have strong interpersonal skills and the ability to work collaboratively with principal investigators, resource managers/supervisors and staff, user committees, and center administrative departments.

Responsibilities

Finance and Operations:

• Work closely with AVP of SR to develop, evaluate, implement and manage the division’s annual and capital budget to achieve the strategic, organizational and divisional objectives
• Working closely with the financial analyst, maintain, monitor and analyze financial performance; ensure accounts receivable management and assist in the reporting of financial results.
• Evaluate financial variances, determine underlying causes and identify, present, and implement proposed solutions. Coordinate and manage all activities with third parties related purchasing, leases, vendor contracts, expenses, disputes and compliance.
• Based on benchmarked best practices, coordinate billing processes and operations for each of the separate core resources ensuring timely posting of charges and accurate reporting.
• Research and collect data on core finances, capacity, utilization and overall effectiveness of operations.
• Create processes and controls to maximize revenue, minimize non-reimbursed expenses, reduce financial risk, and ensure timely remittance of on-going revenues and expenses.

Business Operations :

• Manage work flow to ensure timely and high-quality task completion and effective distribution of work across support staff of 6-8 people.
• Establish and monitor productivity metrics.
• Administer payroll, human resource procedures, office procedures and related workflow.
• Develop and implement policies and procedures for improved utilization and operations, improving cost and quality of service.
• Create an integrated workstream between the cores, shared resource operations and finance, as well as other administrative teams, ensuring full and timely communications and transparency.
• Employ continuous improvement methods within SR Admin and each SR group to achieve efficiencies and address problems.
• Use data driven decision making to drive strategy and implementation in relation to assessing work flow, processes and reporting.
• Manage and provide support for activities associated with externally funded projects, meet regulatory requirements; timely execution of subawards and contracts & invoicing.

Facilities & Informatics:

• Work with the Fred Hutch Facilities and Information Technology Departments in assessing immediate and long term space, computer system, physical plant and architectural needs of the shared resources.
• Coordinate space utilization related to current and planned research projects/core needs.
• Coordinate resource-planning activities, including but not limited to equipment and facility specifications, and provide detailed project management.
• Oversee management of data and documents in and relating to SR.

Staff Management:

• Manage SR admin team.
• Train assigned staff, build and foster relationships between SR admin team with all others across SR, assign and review workloads, ensure alignment with department goals and objectives and Center mission and values.

Human Resources:

• Participate in the development and monitoring of an effective staffing and retention strategy.
• Collaborate with human resources business partners to meet the division’s talent management goals.

Strategic & Team Leadership:

• Work with SR AVP to create, evolve and implement the SR strategic plan, which aligns with the organizational plan.
• Work with SR AVP and team to operationalize SR’s objective, goals, strategies and measures. Research and benchmark against peer organizations (region, cancer centers, etc.) to identify and improve business development functions and metrics.
• Work with the cores, especially leadership within each core, to create and implement best practices and standard operating procedures as they relate to best-in-class service and operations of SR.

Integration/Organizational Business Relationships:

• Work closely and partner with other departments (Finance, Accounting, communications, Legal, HR, IT) to create efficiencies related to overlapping work flows and processes related to going paperless, payment processing, equity management & processing, revenue reconciliation, budgeting, document retention, and information sharing.
• Fulfill data requests related to all SR metrics Advance departmental and organizational stability through change and risk management.
• Create institution-wide efficiencies by improved business processes and procedures.

Qualifications

• Bachelor's Degree in related discipline or equivalent required, Master's Degree preferred
• Minimum 5 years' experience in management of budgets, purchasing, personnel or program administration
• Prior shared resource or operational experience within a complex academic, medical center or research organization preferred
• Experience in biotechnology, non-profit research environment, and/or scientific experience or knowledge is a plus.

Required Skills:

• Excellent verbal, written and interpersonal communication skills.
• Strong management skills. Analytical ability sufficient to evaluate data, make judgments and recommendations regarding operations and budgets, design protocols and generate well developed business reports.
• Demonstrated organization, leadership and management skills. Experience in managing and developing administrative personnel.
• Proficient team leadership and mentoring skills.
• Demonstrate diplomacy, tact, sound judgement and a professional demeanor.
• Ability to think strategically and execute operational plans.
• Superior organizational and problem solving skills.
• Strong customer service mentality and ability to collaborate/facilitate among a diverse group of stakeholders.
• Highly proficient in the use of personal computer based software applications (Word, PowerPoint, Excel).

Enthusiasm and understanding of our mission of – ‘the elimination of cancer and infectious diseases as causes of human suffering and death’ is required. The Fred Hutch is nationally and internationally recognized for research of the highest standards to improve prevention and treatment of cancer and related diseases.

Our Commitment to Diversity

We are committed to cultivating a workplace in which diverse perspectives and experiences are welcomed and respected. We are proud to be an Equal Opportunity and VEVRAA Employer. We do not discriminate on the basis of race, color, religion, creed, ancestry, national origin, sex, age, disability, marital or veteran status, sexual orientation, gender identity, political ideology, or membership in any other legally protected class. We are an Affirmative Action employer. We encourage individuals with diverse backgrounds to apply and desire priority referrals of protected veterans. If due to a disability you need assistance/and or a reasonable accommodation during the application or recruiting process, please send a request to our Employee Services Center at [email protected] or by calling 206-667-4700.

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