Operations Coordinator

Constellation Institute•Berkeley, CA

19d•Onsite

About The Position

The Operations Coordinator role is focused on providing office, administrative, and customer support to our staff and the researchers hosted in our shared workspace. This position will report to a member of the Shared Services team. The ideal candidate is detail-oriented, has excellent interpersonal skills, and is excited to support AI safety research in a fast-paced and friendly work environment. (The vibe and pace of work is much closer to a growing startup than a traditional nonprofit.) Ideally, you also have a few years of office management, customer support, or administrative experience. In this role, you’ll be the first person visitors and program participants meet when they arrive. You’ll respond to researcher support requests, maintain accurate records in our systems, troubleshoot and fix things around the office, and help facilitate special events. This is an in-person, full-time position. This role requires being onsite from 8:30am-5:00pm on weekdays, plus periodic work on evenings and weekends when we are hosting events or handling urgent issues.

Requirements

Experience coordinating administrative tasks for a team
Ability to be friendly, professional, and engaging with a wide range of people
Clear, concise written communication
Strong attention to detail
High level of proficiency with Google Docs & Sheets
Comfortable learning new web applications and technologies
Enjoy helping people face-to-face in a fast-paced environment.
Like creating spreadsheets to organize things.
Love creating to-do lists and crossing tasks off your list.
Can effectively prioritize and juggle a variety of competing requests.
Care a lot about improving the user/customer experience.
Are entrepreneurial and like learning new skills.
Like taking responsibility and owning your work.
Care about AI safety and improving researcher productivity.

Nice To Haves

A few years of office management, customer support, or administrative experience.
Experience managing customer support issues or user requests
Experience maintaining a physical workspace
Experience planning in-person events for groups
Experience using Slack, Asana, and CRM tools

Responsibilities

Reserving offices and meeting rooms.
Booking travel and lodging for visitors and guests.
Preparing desks and offices for new members.
Updating headcount estimates.
Welcoming visitors when they arrive, registering them in our systems, and giving orientation tours.
Managing inbound support requests, solving the ones you can, and escalating tickets that require input from other team members.
Troubleshoot and fix issues around the office.
Order food, drinks, and office supplies.
Update and post signage.
Staffing workshops and happy hours.
Helping with event setup and takedown.
Identifying and responding to issues.
Supporting other programs and projects as needed.
Taking on more responsibility and ownership of work over time.