Operations Coordinator

Sage Bionetworks • Seattle, WA

7d • $60,000 - $73,300 • Hybrid

About The Position

Sage Bionetworks is seeking a Seattle-based Operations Coordinator to serve as a flexible, cross-functional resource for its Business Operations team. Reporting to the Associate Director of People Operations, the coordinator supports grants and contracts, people operations, leadership administration, and the downtown Seattle office. This role suits an organized, reliable professional who takes ownership, follows work through to completion, and wants to build broad business operations experience in the nonprofit life sciences sector. Responsibilities may shift as organizational needs evolve, and the role is designed to grow with the organization.

The coordinator helps keep proposals, agreements, reporting, onboarding, leadership calendars, travel and expenses, office operations, and events organized and on schedule. The role also contributes to improving administrative processes, shared information systems, and the use of tools, including AI. Regular on-site work at the downtown Seattle office is required, including twice-monthly All Staff meeting days and other events.

Requirements

• Bachelor's degree in Business Administration, Communications, a related field, or an equivalent combination of education and experience.
• At least 3 years of experience as an administrative assistant, executive assistant, operations or project coordinator, or in a comparable role.
• Track record of managing competing priorities for multiple stakeholders with little supervision.
• Experience managing several complex calendars, booking travel, and processing expense reimbursements.
• Strong attention to detail and a habit of checking work for accuracy and completeness.
• Demonstrated ability to manage deadlines, follow up, and close the loop without repeated reminders.
• Strong planning, organizational, and time-management skills, with judgment to flag issues early.
• Ability to handle confidential employee and contract information with sensitivity and professionalism.
• Strong written and verbal communication skills with internal staff, external partners, and vendors.
• Curiosity, willingness to ask questions, and comfort asking for help when needed.
• Proficiency in Google Workspace or equivalent tools such as Microsoft Office, and comfort learning new systems, technology, and AI tools.
• Ability to work on-site at the downtown Seattle office on a regular schedule, including twice-monthly All Staff meeting days and other events.
• Ability to work effectively under deadlines, solve problems, analyze information, maintain accuracy, adapt to changing priorities, multitask, communicate effectively, work as part of a team, maintain professionalism, and follow policies, procedures, and applicable laws and regulations.

Nice To Haves

• Experience with grants or contracts administration, or with a grants management system such as EUNA.
• Experience supporting HR processes such as onboarding, orientation, or recruiting coordination.
• Experience in a nonprofit, grant-funded, academic research, or life sciences organization.
• Experience with contract management systems or document routing tools such as DocuSign.
• Experience improving file organization, naming conventions, or administrative processes.
• Experience using automation or AI tools to improve administrative work.

Responsibilities

• Provide cross-functional operational support as priorities shift, including coverage for Operations colleagues during peak periods, absences, or transitions.
• Identify ways to streamline administrative processes, documentation, and shared systems, including through new tools and AI.
• Coordinate onboarding and offboarding, including paperwork, IT system access requests, equipment, keycards, and orientation sessions.
• Schedule interviews and coordinate recruiting logistics with hiring managers and candidates.
• Support annual benefits open enrollment, routine benefits questions, qualifying life-event changes, and escalation of complex issues.
• Track required training completion, send reminders, and report completion status and gaps.
• Support employment compliance processes, including I-9 verification, workplace postings, and leave documentation, under People Operations direction.
• Maintain accurate HRIS and employee records, process routine data changes, and organize confidential personnel files.
• Support other People Operations projects and processes as needed.
• Enter approved grant opportunity deadlines into internal systems, set up proposal Slack channels, add appropriate team members, and notify them when channels are ready.
• Coordinate subrecipient awardee documentation, communicate requirements, track submissions, and follow up on outstanding items.
• Update grants system records in EUNA after submission and at award, including submission details, checklist information, and program codes once assigned by Finance.
• Route contracts and agreements for signature, file executed agreements according to naming conventions, track expiration dates, and contact owners 60 days before expiration about renewals.
• Track reporting requirements, follow up with program teams about deadlines, and confirm reports are submitted and filed on time.
• Review Grants & Contracts Drive folders and recommend improvements to organization and consistency.
• Oversee the downtown Seattle office, including twice-monthly All Staff meetings and related lunch and grocery orders.
• Manage employee keycard and other facilities asset assignments.
• Serve on the organizing committee for the twice-yearly Home Week on-site event and act as the main contact with building management for facilities requests.
• Provide routine and ad-hoc administrative support to multiple Leadership Team members and prioritize competing requests.
• Proactively manage complex calendars and coordinate with internal and external collaborators to make effective use of leaders' time.
• Book travel and process expense reimbursements accurately and on time.
• Travel twice per year for on-site events in Seattle, Washington.
• Take on additional responsibilities as directed by the Director of People Operations.

Benefits

• Comprehensive medical, dental, vision, life, AD&D, and long-term disability coverage.
• Robust retirement plan.
• Flexible spending accounts (FSA).
• Paid time off.
• Flexible work arrangements.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level