Project Coordinator, Advancement Services
Overview
Fred Hutchinson Cancer Center is an independent, nonprofit, unified adult cancer care and research center that is clinically integrated with UW Medicine, a world leader in clinical care, research and learning. The first National Cancer Institute-designated cancer center in the Pacific Northwest, Fred Hutch’s global leadership in bone marrow transplantation, HIV/AIDS prevention, immunotherapy, and COVID-19 vaccines has confirmed our reputation as one of the world’s leading cancer, infectious disease and biomedical research centers. Based in Seattle, 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 for the world’s deadliest diseases and make life beyond cancer a reality.
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 Project Coordinator II (PCII) is a member of the Philanthropy team and reports to the Assistant Vice President (AVP), Advancement Services (AS). Within Philanthropy, the AS team includes seven integrated and collaborative work groups including Prospect Management and Research, Data Reporting and Analytics, Software Integration Programming, Gift Services and Data Management, Software Training, Project Management, and Restricted Giving.
The PCII works independently to perform project analysis and administrative activities as well as leads moderately complex assigned project support activities to ensure the successful delivery of AS and Philanthropy projects. The PCII will lead small, minimally complex projects or parts/phases of a larger complex project with the AS Senior Project Manager as an advisor/mentor.
Responsibilities
Assist AVP, AS team, and Philanthropy by performing operational and administrative tasks such as:
- Create and maintain AS Project Collaboration HUB – master Smartsheet workbook of AS projects
- Coordinate AS software and systems training offerings and outreach with Philanthropy team
- Coordinate internal audit workplans/timelines and conduct maintenance checks on annual audit objectives including data breach materials
- Prepare and monitor annual AS budget, working in close partnership with AVP, Finance, and Philanthropy Administration
- Oversee AS pro card reconciliation, invoice processing, supply purchases, and purchase order management
- Manage AS vendor contracts and the Philanthropy contract recording system in collaboration with Philanthropy Administration
- Coordinate Philanthropy vacation review process via Smartsheet
- Coordinate AS team program overview materials including organization charts
- Other administrative and project coordinator duties as assigned
Assist AVP and AS Senior Project Manager by performing moderately complex project coordination responsibilities, such as:
- Coordinate, schedule and plan project team meetings and work sessions; document meeting actions and decisions; gather and distribute meeting materials
- Track and collect status of deliverables throughout each project lifecycle; update project plans, schedules and assignments
- Prepare project status reporting in preparation for meetings and events
- Create, prepare and/or edit project specific presentations, documentation, diagrams representing the project team and Senior project manager
- Track project expenditures; coordinate vendor agreements
- Establish and maintain project artifacts in electronic form; set up and maintain project team folders and Smartsheet tools
- Assist Senior Project Manager in managing project dynamics and communications
- Support Senior Project Manager in project closure tasks; facilitate lessons learned events as requested
- Lead small, minimally complex projects or parts/phases of a larger complex project with support from Senior Project Manager as an advisor/mentor
Minimum qualifications:
- Minimum of three years of progressively complex administrative and project coordination experience in nonprofit development or related field required
- Proficiency with Microsoft Office
- Understanding of project management methodology and best practices
- Strong leadership, interpersonal, oral and written communication, and organizational skills
- Strong attention to detail and ability to adapt in a rapidly changing environment
- Ability to work independently, prioritize work, meet deadlines, and efficiently toggle between projects without jeopardizing outcomes
- Ability to take initiative, build relationships, and work in a cross functional team environment
- Ability to understand and carry out oral and written instructions and request clarification when needed
- Ability to handle and respect confidential and sensitive information
- Exceptional customer skills
- Ability to communicate effectively both orally and in writing
- Bachelor's degree or equivalent experience
Preferred qualifications:
- Advanced skills in Microsoft Word, SharePoint, Excel, PowerPoint, Visio, Smartsheet, and Outlook
- Experience collaborating and coordinating technical issues with technical resources; strong analytical skills with demonstrated ability to drive solutions to problems through project teams
- Knowledge of Smartsheet and/or other project management systems (Asana, Microsoft Project, etc.)
- Advanced skills with CRM databases; experience with The Raiser’s Edge/RENXT
- Understanding of fundraising standards and methodologies
- Experience working with complex data sets
- Comfortable working within a complex organization
- Demonstrated ability leading small, minimally complex projects
Application instructions:
Please include a cover letter with your application to be considered for the position.
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 hrops@fredhutch.org or by calling 206-667-4700.