Faculty Affairs Coordinator – VIDD

Overview

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. 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.

This position is based in the Vaccine and Infectious Disease Division (VIDD) and reports to the VIDD Faculty Affairs Senior Program Manager.

The Faculty Affairs Coordinator serves as a key operational partner to the Senior Program Manager, exercising strong judgment and independent decision-making to advance faculty lifecycle processes, including appointments, promotions, and reviews for academic faculty and scientific staff. The role independently manages and coordinates assigned Faculty Affairs workstreams; identifies issues, interprets established policies and procedures, and determines appropriate next steps or escalates complex matters to the Senior Program Manager. The Faculty Affairs Coordinator also leads operational coordination for external faculty searches, assigned Faculty Affairs Office leadership committees and events, and the VIDD Seminar Series.

In addition, as a key member of the VIDD Administrative team, the Faculty Affairs Coordinator leads and makes operational decisions for special projects and division-wide events and initiatives. The role manages the VIDD Administration shared inbox, triaging and responding to inquiries, determining appropriate follow-up, and ensuring timely resolution. The Faculty Affairs Coordinator also owns the ongoing maintenance and content updates for VIDD News, ensuring information is accurate, current, and effectively communicated across the division.

At Fred Hutchinson Cancer Center, all employees are expected to demonstrate a commitment to our values of collaboration, compassion, determination, excellence, innovation, integrity, and respect.

To be considered for this position, please include your resume and a cover letter explaining your interest in this specific role.

Responsibilities

- Under the direction of the Senior Program Manager, independently manage assigned Faculty Affairs workstreams, including appointments, promotions, reviews, renewals, leaves, and departures. Interpret established policies, consult institutional offices to ensure compliance, and assist the Senior Program Manager with drafting memos that communicate policy changes and recommendations to senior leadership. In close partnership with the Senior Program Manager, lead complex logistics for external faculty recruitments. Coordinate search committee schedules and materials; manage interview scheduling with senior faculty leaders; and coordinate candidate screenings, seminars, chalk talks, interviews, and campus visits. Prepare interviewers, confirm logistics and materials, track feedback, and ensure timely follow-up throughout the search process. Lead operational coordination for the weekly VIDD Seminar Series, supporting more than 30 internal and external speakers annually and providing administrative support to the Seminar Committee. Responsibilities include close coordination with AV, catering, speakers, and faculty sponsors, as well as budget tracking and expense reporting.

- Serve as the primary steward and owner of faculty data and records, ensuring the accuracy, integrity, and accessibility of appointment histories, career milestones, promotion timelines, and reporting information used to support institutional planning and decision-making.

- Serve as the primary operational lead for the Seminar and Mentoring Committees, exercising sound judgment and independent decision-making to manage agendas, meeting materials, logistics, action-item tracking, and committee communications. Anticipate needs, identify and resolve routine issues, and ensure timely follow-through on committee priorities. In partnership with and under the strategic direction of the Senior Program Manager, serve as the primary operational lead for quarterly faculty meetings and division-wide events. Independently manage agenda development, speaker coordination, presentation preparation, meeting logistics, and follow-up communications. Support confidential closed voting sessions during quarterly faculty meetings with the highest level of discretion, sound judgment, and attention to established processes and confidentiality requirements. Serve as VIDD’s primary operational liaison to University of Washington partners, exercising sound judgment to advance complex cross-institutional faculty appointments, promotions, and policy implementation. Maintain and create internal resources, including timely updates to CenterNet pages and Faculty Affairs Office (FAO) SharePoint sites.

- Contribute to continuous improvement of FAO processes, documentation, and reporting systems.

- Manage the FAO and VIDD Admin shared inbox, ensuring timely and professional responses.

- Support special FAO projects as assigned.

- As a key member of the VIDD Administrative team, the Administrative Coordinator II will exercise sound judgment in managing division-wide operations, including VIDD Admin email distribution lists, VIDD News updates on CenterNet, and ProCard reconciliation in accordance with institutional policies.

- In partnership with the VIDD Associate Vice President, Director of Strategy, Planning and Communications, and other VIDD Administrative leaders, the Administrative Coordinator II role will support division-wide projects and events, including the faculty retreat and annual division-wide celebration.

Qualifications

MINIMUM QUALIFICATIONS:

- Bachelor’s degree or equivalent combination of education and experience.

- Minimum of six years of experience in complex administrative coordination.

- Given the highly confidential nature of Faculty Affairs and regular interaction with the Division Senior Vice President, senior faculty, and institutional leadership, this position requires exceptional judgement, discretion, accuracy, and the ability to independently manage recurring operational processes with minimal supervision while ensuring compliance with institutional policies and deadlines. Ensure faculty affairs activities are conducted in accordance with Fred Hutch and University of Washington policies and established timelines.

- Exceptional written and verbal communication skills, with demonstrated experience engaging and corresponding effectively with executive-level faculty and senior professionals.

- Strong organizational skills and attention to detail.

- Ability to manage multiple priorities and meet deadlines.

- Knowledge of academic and faculty affairs processes.

- Experience maintaining records and tracking workflows across multiple programs.

- Demonstrated experience coordinating meetings and events.

- Ability to work independently and collaboratively.

- Advanced experience with Microsoft and other technologies like Outlook, including complex scheduling and task management.

- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and SharePoint.

- Positive, team-oriented approach with strong interpersonal skills.

PREFERRED QUALIFICATIONS:

- Certification in or evidence of project management skills.

The hourly pay range for this position is from $35.97 to $53.94 and pay offered will be based on experience and qualifications.Although Fred Hutch is not sponsoring most H-1B visas at this time, candidates who already hold an H-1B sponsored by another organization and are currently in the U.S. may be eligible for this position.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), and paid parental leave (up to 4 weeks).

## Additional Information
We are proud to be an Equal Employment Opportunity (EEO) and Vietnam Era Veterans Readjustment Assistance Act (VEVRAA) Employer. 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 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 Human Resources at [email protected] or by calling 206-667-4700.