Research Administrator I/II

Fred Hutchinson Cancer Center is an independent, nonprofit organization providing adult cancer treatment and groundbreaking research focused on cancer and infectious diseases. Based in Seattle, Fred Hutch is the only National Cancer Institute-designated cancer center in Washington.

With a track record of global leadership in bone marrow transplantation, HIV/AIDS prevention, immunotherapy and COVID-19 vaccines, Fred Hutch has earned a reputation as one of the world's leading cancer, infectious disease and biomedical research centers. Fred Hutch operates eight clinical care sites that provide medical oncology, infusion, radiation, proton therapy and related services, and network affiliations with hospitals in five states. Together, our fully integrated research and clinical care teams seek to discover new cures to the world's deadliest diseases and make life beyond cancer a reality.

At Fred Hutch we value collaboration, compassion, determination, excellence, innovation, integrity and respect. These values are grounded in and expressed through the principles of diversity, equity and inclusion. Our mission is directly tied to the humanity, dignity and inherent value of each employee, patient, community member and supporter. Our commitment to learning across our differences and similarities make us stronger. We seek employees who bring different and innovative ways of seeing the world and solving problems. Fred Hutch is in pursuit of becoming an anti-racist organization. We are committed to ensuring that all candidates hired share our commitment to diversity, anti-racism and inclusion.

The Research Administrator I/II is responsible for designing, developing, evaluating and interpreting financial information systems and budget/fiscal policies and procedures for faculty and management in Infectious Disease Sciences Program related to federal grant and contract management.

Research Administrator I:

The Research Administrator I assists with providing compliant and effective funding and budget administration for the Infectious Disease Sciences Program. The Research Administrator I works under direction to complete tasks.

Research Administrator II:

Design, develop, evaluate and interpret financial information systems and budget/fiscal policies and procedures for faculty and management in Infectious Disease Sciences Program related to federal grant and contract management. Perform complex technical fiscal analysis and financial reporting including planning and interpreting policies and regulations.

Under general direction, perform a variety of complex operating, capital budget or fiscal administrative support functions such as analyzing and developing budgets for grants, contracts, state funds, and program funds; assisting in the development of financial/fiscal policies; identifying project expenditure/revenue patterns; preparing analyses in support of program plans and budget requests; evaluating financial alternatives and recommending appropriate action; establishing and maintaining comprehensive fiscal record keeping systems; and recommending or implementing changes to fiscal information systems.

Research Administrator I:

Budget & Fiscal Support

Work closely with Sr. Manager of Research Finance to develop, monitor and track simple or basic budgets
• Modify and maintain multiple record keeping and reporting systems for varied and complex sources of funding (federal, industry, foundations, institutional, etc.); develop procedures for implementation, execution, control, and review/audit of fiscal operations
• Assist program staff with procurement processes, maintain purchasing records and resolve issues that may arise
• Assist in reviewing and processing all invoices, purchase requests and travel reimbursements for program grants and contracts
• Assist with monitoring effort reports, maintain program budget files and perform related data entry. Be responsible for monthly reconciliation of expenditures incurred on program budgets
• Assist investigators, Sr. Manager of Research Finance and staff in resolving budget related issues

Funding Source Administration

• Conduct the clerical aspects of pre and post award activities as directed, such as gathering documents, assisting with completion of content, acquiring signatures and formatting content to adhere to submission guidelines
• Coordinate the adherence to submission timelines to ensure that deadlines are not missed
• Assist in developing and preparing budgets for new, continuing and renewal grants and contracts

Administrative Support

• Provide general support such as purchasing and maintenance of supplies and equipment

Research Administrator II:

Budget/Fiscal Support

• Develop, modify, and maintain multiple record keeping and reporting systems for varied and complex sources of funding; develop procedures for implementation, execution, control and review/audit of fiscal operations
• Develop, recommend, and/or establish expenditure forecasting for self-sustaining accounts; forecast fiscal needs/commitments; analyze policies and project fiscal impact
• Prepare budget projections, reconcile expenditures, and monitor the payroll changes
• Analyze, modify and recommend improvements in subsidiary and general fiscal record keeping systems; apply knowledge of accounts and program relationships, data flow, audit trails and internal controls to design and implement financial data systems
• Select, develop, implement and/or modify manual or automated fiscal reporting/tracking processes to address specific unit needs

Funding Source Administration

• Work closely with Principal Investigator to develop budgets for grants, contracts, or other funding requests; prepare appropriate forms for contracts and agreements as needed
• Coordinate and review all applications submitted for grant and contract funding
• Secure the necessary signatures for grant and contract applications, and tracks approval process from beginning to submission to ensure that all the necessary permissions are documented prior to the grant/contract deadline
• Consult with funding agencies to resolve problems and/or obtain approval for deviation from authorized procedures or expenditures; advise and assist organization's staff regarding budgetary policies and procedures, account status
• Anticipate, coordinates and plans for all competing and non-competing reports/submissions

Regulatory Support

• Manage renewal timelines and ensure completion of regulatory documents in conjunction with IRB team for competing and non-competing reports/submissions
• Identify necessary regulatory components of submissions, confirm with IRB team that required items are in place and escalate issues as needed
• Determine impact of and develop implementation plans with IRB team in response to applicable regulatory changes and/or revisions to Center policies and procedures
• May serve as a central point of contact to answer questions, escalating issues as needed

Administrative Support

• Complete or delegate key administrative tasks such as travel coordination, editing CVs and publications, purchasing and maintenance of supplies and equipment
• Identify administrative issues for discussion with leadership
• May assist in the training and development of team members

Clinical Trials Addendum (RA II level)

• Manage budget based on protocol (Core)
• Set up and pay bills to third parties (Core)
• Ensure regulatory documents are in place (CT)
• Responsible for Clinical Trials Billing including the creation of payment invoices.
• Tracking and Auditing of procedures to ensure compliance (CT)
• Amend budget through the life of a study (Core)
• Attend study implementation meetings as needed (CT)
• Manage multi-site components (sub-awards) (Core)

Research Administrator I:

MINIMUM QUALIFICATIONS:

• High School Diploma (or equivalent).
• Some relevant administrative experience.

PREFERRED QUALIFICATIONS:

• Bachelor's degree in Accounting, Public Administration, or related field preferred
• Two years experience in a research and/or non-profit organization preferred
• Basic knowledge or experience with the process of funding mechanisms, and related common acronyms
• Knowledge of grant submission forms and their uses

Research Administrator II:

MINIMUM QUALIFICATIONS:

• High School Diploma (or equivalent).
• Two years of relevant experience.

PREFERRED QUALIFICATIONS:

• Bachelor's degree in Accounting, Public Administration, or related field preferred
• At least 2 years of work experience building, overseeing, and managing budgets
• Previous work experience in grants and contracts field is preferred
• Excellent written and verbal communication skills
• Strong computer skills-MS Word, Access, Adobe Acrobat and advanced knowledge of Excel required
• Demonstrated ability to multi-task in a fast-paced fiscal management environment. Ability to adjust work-hours to meet grant deadlines, as needed
• Demonstrated ability to work effectively in a team environment as well as individually
• Ability to problem-solve and process information quickly with a high attention to detail

A statement describing your commitment and contributions toward greater diversity, equity, inclusion, and antiracism in your career or that will be made through your work at Fred Hutch is requested of all finalists.

Research Administrator I: The hourly pay range for this position is from $30.65 to $43.64 and pay offered will be based on experience and qualifications.
Research Administrator II: The hourly pay range for this position is from $32.77 to $49.14 and pay offered will be based on experience and qualifications.

Fred Hutchinson Cancer Center offers employees a comprehensive benefits package designed to enhance health, well-being, and financial security. Benefits include medical/vision, dental, flexible spending accounts, life, disability, retirement, family life support, employee assistance program, onsite health clinic, tuition reimbursement, paid vacation (12-22 days per year), paid sick leave (12-25 days per year), paid holidays (13 days per year), paid parental leave (up to 4 weeks), and partially paid sabbatical leave (up to 6 months).