Operations Coordinator

Sage Bionetworks • Seattle, WA

7d • 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, this role supports grants and contracts, people operations, Leadership Team administration, and the downtown Seattle office. The position requires moving between priorities, taking ownership of tasks, following them through to completion, and helping improve administrative processes, documentation, shared systems, and the use of new tools, including AI.

The coordinator helps keep proposals, agreements, reporting, onboarding, calendars, travel, expenses, office operations, and events running smoothly. Responsibilities are divided approximately among People Operations (35%), Grants and Contracts (35%), cross-functional operations support (10%), office and facilities management (10%), and Leadership Team support (10%). The role is designed to evolve with the organization's needs.

The position requires regular on-site work at the downtown Seattle office, including twice-monthly All Staff meeting days and other events. Candidates must be based in Washington state. The organization also supports remote or hybrid arrangements within the United States generally, but this role has regular on-site requirements. The role includes travel two times per year for on-site events in Seattle.

Requirements

• Bachelor's degree in Business Administration, Communications, or 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 the 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 regularly at the downtown Seattle office, including twice-monthly All Staff meeting days and other events.
• Ability to travel two times per year for on-site events in Seattle, Washington.
• Must be based in the state of Washington.

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

• Take on cross-functional Operations projects and tasks as priorities shift, and provide coverage 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 and keycard setup, and orientation sessions.
• Schedule interviews and coordinate recruiting logistics with hiring managers and candidates.
• Coordinate annual benefits open enrollment, including employee communications, information sessions, election tracking, and deadline reminders; answer routine benefits questions, support qualifying life-event changes, and escalate complex issues.
• Track required training completion, send reminders, and report completion status and gaps.
• Support employment compliance requirements, including I-9 verification, workplace postings, and leave documentation, under People Operations direction.
• Maintain accurate employee records in the HRIS, process routine data changes, and keep personnel files organized, complete, and confidential.
• Enter internal proposal submission deadlines into systems after Leadership Team approval; create proposal Slack channels, add appropriate team members, and notify them.
• Coordinate subrecipient awardee documentation by collecting contacts, sending requirements, tracking received items, and following up on outstanding documents.
• Update opportunity status and submission details in EUNA; complete award checklist information and add program codes once assigned by Finance.
• Route contracts and agreements for signature, file executed documents according to naming conventions, track expiration dates, and contact contract owners 60 days before expiration about renewals.
• Track reporting requirements, follow up with program teams on deadlines, and confirm reports are submitted on time and filed.
• 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 keycard and other facilities asset assignments for employees and act as the main contact with building management for facilities requests.
• Serve on the organizing committee for the twice-yearly Home Week on-site event.
• Provide routine and ad hoc administrative support to multiple Leadership Team members while managing competing requests.
• Proactively manage complex calendars, balance priorities, and communicate with internal and external collaborators.
• Book travel and process expense reimbursements accurately and on time.
• 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: Entry Level