Administrative Assistant 3

Job Description

ADMINISTRATIVE ASSISTANT 3

Req #: 245784 Department: DEPARTMENT OF MEDICINE: HEMATOLOGY & ONCOLOGY Appointing Department Web Address: https://hemonc.uw.edu/ Job Location: Seattle - Other, Seattle - South Lake Union Job Location Detail: This job is located at the Fred Hutchinson Cancer Center at the South Lake Union. Posting Date: 05/07/2025 Closing Info: Closes On 05/14/2025 Salary: $3,664 - $4,882 per month Other Compensation: Union Position: Yes Limited Recruitment: Open to UW Employees only
If you are a UW employee and would like to be considered for this position, please login to your UW employee profile to apply. Shift: First Shift Benefits: As a UW employee, you will enjoy generous benefits and work/life programs. For a complete description of our benefits for this position, please visit our website, click here. As a UW employee, you have a unique opportunity to change lives on our campuses, in our state and around the world. UW employees offer their boundless energy, creative problem-solving skills, and dedication to build stronger minds and a healthier world.
UW faculty and staff also enjoy outstanding benefits, professional growth opportunities and unique resources in an environment noted for diversity, intellectual excitement, artistic pursuits, and natural beauty.
The University of Washington Department of Medical Oncology's work bridges the worlds of basic science, clinical diagnosis, and the treatment of cancer. Our clinics cover each cancer type and have a strong focus in clinical trials of new diagnostic and therapeutic approaches. Our work is supported by a portfolio of peer-reviewed grants, industry sponsored projects, and research endowments.
The Sarcoma and GI Oncology Programs in the Division of Medical Oncology have an outstanding opportunity for a full-time Administrative Assistant 3 (NE S SEIU 925 Non Supv) based at Fred Hutch Cancer Center in South Lake Union.
DUTIES AND RESPONSIBILITIES
This position will provide program support for the clinical, academic, and research activities of faculty within the Division of Hematology and Oncology. This position manage faculty calendars and schedules, coordinate meetings, book conference rooms, manage daily office functions. Provide assistance to fellows, volunteers, and Program patient care personnel as needed. Coordinate travel and speaking engagements. Support fiscal staff with grant, contract, and gift budget management. Finally, assist in preparation and submission of grants, proposals, manuscripts, and slides.
Understanding of Sarcoma team’s research/clinical trials processes and procedures in order to track patient accrual to clinical trials, schedule monthly clinical trial monitoring visits from industry sponsors, and independently provide technical support to industry monitors for gaining access to patient data. Knowledge of GI cancers and research processes in order to translate scientific research terminology into layman’s terms for the creation of research study abstracts within the UW system of administer grants electronically. Initiate and track internal requests for facilities improvement and repair tasks, such as calendar system overhaul, and technology requisition and upgrades for both Sarcoma and GI Oncology teams.
This position supports and implements policies, programs, and procedures related to the programs, and job duties include:

Manage activities and coordinate clinical research start-up scheduling activities for principal investigators and collaborators, and provide support for faculty in their clinical research activities within the Sarcoma and GI Programs.

Prepare and process grant and contract manuscripts and slides.

Assist in new faculty recruitment and onboarding procedures.

Maintain all peer evaluation materials for faculty, and independently compile promotion request documents at multiple levels of career progression for physicians.

Represent both Programs to internal and external partners, including but not limited to UW offices and service areas, the Cancer Consortium member institutions, external funding agencies, and respective oncology patients.

Attend meetings and/or conferences as department representative.

Prepare, compile, and coordinate reports and records such as faculty productivity, inventory, and project activities.

Oversee and/or execute office operations including coordinating faculty office moves, updating and developing office policies and procedures, and establishing quality controls for office operations to ensure efficiency.

Meet regularly with Program leadership to discuss ongoing operational needs, communicate with other staff about upcoming events and client needs.

Schedule and coordinate comprehensive and complex arrangements for Program activities such as meetings, conferences, and banquets; manage invitations, reserve facilities, handle catering needs, and ensure seamless execution of events.

Independently manage and maintain faculty calendars.

Facilitate, track and update all faculty promotion packet requests.

Collaborate on grant budget creation, providing key budget information such as anticipated expenditure categories and requested salary percentages. Review all budget calculations for accuracy prior to grant submission.

Attend quarterly meetings with grant manager and PI to discuss grant progress and adherence to all grant spending guidelines.

Track spending and reconcile Sarcoma and GI Oncology budgets, including junior faculty start-up funds and incentive budgets.

Collaborate with UW financial professionals to determine funding sources and optimal routing of travel and other reimbursements.

Plan and organize program-related meetings and events, including setting objectives, developing agendas, coordinating logistics, and ensuring alignment with program goals.

Facilitate meetings and discussions to ensure productive outcomes by providing direction, summarizing key points and follow up on actionable items to maintain consistency with program objectives.

Provide program support to the Sarcoma and GI faculty leadership including coordinating meeting agendas, scheduling meetings managing data bases, developing statistical data and/or spreadsheets.

Coordinate travel arrangements; prepare itineraries, make travel and housing reservations.

Facilitate and track all faculty reimbursement requests for expenditures.

Coordinate processes related to faculty recruitment, appointments and promotions.

Other duties as assigned by supervisor related to office operations and special projects.
MINIMUM REQUIREMENTS

Requires High School/GED AND three years of office or administrative support experience.
Equivalent education and/or experience may substitute for minimum qualifications except when there are legal requirements, such as a license, certification, and/or registration.
ADDITIONAL REQUIREMENTS

Bachelor’s in Arts or Science.

Ability to perform complex word processing tasks such as merging and sorting, integrating text with graphics, creating spreadsheets and data base files, uploading/downloading files, as well as creating footnotes and outlines.

Experience with EndNote, Microsoft Applications, and Adobe Acrobat.

Experience with UW and Department of Medicine systems, including EPIC.

Previous experience supporting executive-level leadership.

Experience using spreadsheets and database software to develop and maintain records.

Must maintain a high degree of confidentiality.

Excellent oral and written communications skills.

Outstanding attention to detail.

Ability to work independently and prioritize tasks.

Excellent Microsoft Outlook, Word and Excel skills.

Ability to work in a highly collaborative environment requiring teamwork.
CONDITIONS OF EMPLOYMENT

Weekend and evening work sometimes required.

This position is open to anyone authorized to work in the U.S.

Working internationally is only allowed for IHME-sponsored work that requires in-country participation.

This position is located in Seattle, Washington, and is hybrid eligible as approved by the supervisor and subject to change as needed for operational needs.
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Committed to attracting and retaining a diverse staff, the University of Washington will honor your experiences, perspectives and unique identity. Together, our community strives to create and maintain working and learning environments that are inclusive, equitable and welcoming.

The University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, protected veteran or disabled status, or genetic information.

To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 or [email protected] .

Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington state law .

Open to UW Employees only
If you are a UW employee and would like to be considered for this position, please login to your UW employee profile to apply.