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Research Administrator I/II - Infectious Disease Sciences Division - Fred Hutchinson Cancer Research Center

  • 1.  Research Administrator I/II - Infectious Disease Sciences Division - Fred Hutchinson Cancer Research Center

    Posted 12-06-2021 11:34

    Job posting/Application link:

    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.


    At Fred Hutch, we believe that the innovation, collaboration, and rigor that result from diversity and inclusion are critical to our mission of eliminating cancer and related diseases. We seek employees who bring different and innovative ways of seeing the world and solving problems. Fred Hutch is in pursuit of becoming an antiracist organization.  We are committed to ensuring that all candidates hired share our commitment to diversity, antiracism, and inclusion.   


    The Infectious Disease Sciences Administration and Operations team is hiring a full-time Research Administrator I/II to work with our Finance Team to support facultys' research operations. The position will assist in preparation and submission of competing grant and contract proposals and progress reports; and support other key fiscal monitoring, reconciliation, and administrative duties of the team.

    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 Qualifications:

    • Required
      • High School degree or equivalent required. Bachelor's degree in Accounting, Public Administration, or related field preferred
      • Attention to detail
      • Basic proficiency with MS Office Suite (especially Excel)/Adobe
      • Ability to design customized reports
      • Planning/organization of one's own work
      • Work with difficult styles of leadership and adjust to their needs
      • Ability to maintain confidential information
      • Teachable/quick learner
      • Flexibility
      • Calm under pressure
      • Basic understanding of how to create budget projections
      • Previous experience reconcilling budgets
    • 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 Qualifications:

    • Required
      • High School degree or equivalent required. 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

    Fred Hutch has a mandatory COVID-19 vaccine requirement, with exceptions only for approved medical or religious accommodations.
    As a condition of employment, newly hired employees must provide proof of vaccination or initiate the accommodations process before their first day of employment. 


    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.

    Our Commitment to Diversity

    We are proud to be an Equal Employment Opportunity (EEO) and Vietnam Era Veterans Readjustment Assistance Act (VEVRAA) Employer. We are committed to cultivating a workplace in which diverse perspectives and experiences are welcomed and respected. We do not discriminate on the basis of race, color, religion, creed, ancestry, national origin, sex, age, disability (physical or mental), marital or veteran status, genetic information, 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 or by calling 206-667-4700.
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    James Martinez
    Recruiting Programs Coordinator
    Fred Hutchinson Cancer Research Center