Operations Coordinator

Constellation Institute • Berkeley, CA

3d • Onsite

About The Position

The Operations Coordinator role is focused on providing office, administrative, and customer support to our staff and the visitors hosted in our research center. This position will report to a member of the Shared Services team. This is an entry-level, operational development role. The aim is to give you skills and experience across a broad range of operational tasks, along with foundational context about AI safety. You'll start by building core operations skills, then have room to explore the operational areas that interest you most (e.g. events, comms, HR, facilities). The role isn't intended to be permanent. Most operations coordinators move on to other roles within a year. Our goal is to provide training and context that can help you support Constellation as well as other organizations in our network as they scale during a period of rapid growth and rising importance for AI safety. Past coordinators have gone on to roles at Coefficient Giving, Redwood Research, and other teams at Constellation. The ideal candidate has strong attention to detail, 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 support requests, maintain accurate records in our systems, troubleshoot and fix things around the office, and help facilitate special events. Our research center hosts many of the top experts in AI safety, and we want to foster a space that supports their productivity and helps them work as efficiently as possible. 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 work under pressure and stay flexible as your day changes
• Experience prioritizing between multiple tasks or time-sensitive projects
• Friendly, professional, and engaging with a wide range of people
• Clear, concise written communication
• Strong attention to detail
• High proficiency with Google Docs & Sheets
• Comfortable learning new web applications and technologies
• Understanding of security processes and why security matters for our work

Nice To Haves

• customer support experience
• physical workspace maintenance
• in-person event planning
• previous exposure to Slack, Asana, or other CRM tools

Responsibilities

• Reserve offices and meeting rooms, prepare desks and offices for new members, update headcount estimates, etc.
• Welcome visitors when they arrive, register them in our systems, and give orientation tours. Manage inbound support requests, solve the ones you can, and escalate 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.
• Staff workshops and happy hours, help with event setup and takedown, identify and respond to issues.
• Support other programs and projects as needed. Over time, you can take on more responsibility and ownership of the work you find most interesting.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed