Operations Coordinator

About Us

Sage Bionetworks uses open science and collaboration to improve human health. We bring together scientific, technical, and operational expertise to advance biomedical research through responsible data sharing, strong governance, and innovative approaches to research and technology. Our work is complex, interdisciplinary, and mission-driven. We value curiosity, diverse perspectives, experimentation, accountability, and radical collaboration.

The Opportunity

Sage Bionetworks is seeking a Seattle-based Operations Coordinator to serve as a flexible, cross-functional resource for our Business Operations team.

Reporting to the Associate Director of People Operations, you will support work across grants and contracts, people operations, leadership administration, and our downtown Seattle office. As a small organization of just over 100 people, we rely on team members who can move between priorities, step in where support is needed most, and help us continuously improve how we work.

You will keep critical processes moving: proposals submitted on time, agreements filed and renewed, new hires welcomed, leaders' calendars managed, and the office running smoothly. As you learn the work, you will also help us find better ways to organize information and use new tools, including AI.

This is an opportunity for an organized, reliable professional who takes ownership, follows things through to completion, and wants to build broad business operations experience in the nonprofit life sciences sector. The role is designed to grow with the organization.

You'll know you're succeeding when:

• Colleagues across Operations see you as a reliable, service-minded partner who closes the loop without repeated reminders.
• New hires have a smooth, well-organized onboarding and orientation experience.
• Our shared files and processes are more organized and consistent than when you started.
• The Seattle office and on-site events run smoothly.
• Grant proposals, awards, and reporting deadlines are tracked accurately and nothing slips through the cracks.
• Contracts are renewed on time because owners hear about expirations well in advance.
• Award subrecipient documents, executed agreements, and reports are complete and filed where the team can find them.
• Leadership Team members have well-managed calendars, travel, and expenses, and can focus their time on the highest priorities.

Note: Please do not upload your resume as your cover letter (required)

Key Responsibilities

• Provide Cross-Functional Operations Support (~10%):
• Utility Support: Take on projects and tasks across Operations as priorities shift.
• Coverage & Backup: Support Operations team members during peak periods, absences, or transitions.
• Continuous Improvement: Identify ways to streamline administrative processes, documentation, and shared systems, including through new tools and AI.
• Special Projects: Take on additional responsibilities as directed by the Director of People Operations.
• Support People Operations (~35%):
• Onboarding & Orientation: Coordinate the full onboarding and offboarding process, including new hire paperwork, system access requests with IT, equipment and keycard setup, and orientation sessions.
• Recruiting Coordination: Schedule interviews and coordinate logistics with hiring managers and candidates.
• Benefits Administration Support: Coordinate annual 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 to the People Operations team.
• Training & Compliance Tracking: Track completion of required training (such as harassment prevention, security awareness, and data privacy), send reminders, and report on completion status and gaps.
• HR Compliance Support: Help maintain compliance with employment requirements, including I-9 verification, required workplace postings, and leave documentation, under the direction of People Operations.
• Employee Records & HRIS: Maintain accurate employee records in the HRIS, process routine data changes, and keep personnel files organized, complete, and confidential.
• People Operations Projects: Support other People Operations processes and projects as needed.
• Support Grants & Contracts (~35%):
• Proposal Coordination: Enter internal submission deadlines into our systems once an opportunity is approved by the Leadership Team. Set up the proposal Slack channel, add the right team members, and let them know it's ready.
• Subrecipient Documents: Coordinate with subrecipient awardees and ensure compliance. Collect contacts, send the standard list of requirements, track what's received, and follow up on outstanding items.
• Grants System Records: After submission, update the opportunity status in EUNA and record submission details. At award, follow the award checklist to confirm required information is complete, and add the program code once Finance assigns it.
• Contracts & Agreements: Route documents for signature, file executed agreements using established naming conventions, and track expiration dates in the Contract Management System, contacting contract owners 60 days before expiration about renewal.
• Reporting: Track reporting requirements, follow up with program teams on upcoming deadlines, and confirm reports are submitted on time and filed.
• Records & Organization: Review the Grants & Contracts Drive folders and recommend ways to improve organization and consistency.
• Manage Office & Facilities (~10%):
• On-Site Logistics: Oversee the downtown Seattle office, including twice-monthly All Staff meetings and related lunch and grocery orders.
• Facilities Assets: Manage keycard and other facilities asset assignments for employees.
• Events: Serve on the Home Week organizing committee for our twice-yearly on-site event.
• Building Management: Act as the main contact with building management for facilities requests.
• Support the Leadership Team (~10%):
• Administrative Support: Provide routine and ad-hoc support to multiple Leadership Team members, managing and prioritizing competing requests.
• Calendar Management: Proactively manage several complex calendars, balancing competing priorities and communicating with internal and external collaborators to make the most of leaders' time.
• Travel & Expenses: Book travel and process expense reimbursements accurately and on time.

Percentages are approximate. This role is designed to evolve with the needs of the organization, and responsibilities may shift over time.

Qualifications

Education

• Bachelor's degree in Business Administration, Communications, a related field, or an equivalent combination of education and experience.

Experience

• 3+ years of experience as an administrative assistant, executive assistant, operations or project coordinator, or in a comparable role.
• A track record of juggling competing priorities for multiple stakeholders with little supervision.
• Experience managing several complex calendars, booking travel, and processing expense reimbursements.
• Strong attention to detail, with a habit of checking your 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, and the judgment to flag issues early.
• Ability to handle confidential matters, including employee and contract information, with sensitivity and professionalism.
• Strong written and verbal communication with internal staff, external partners, and vendors.
• Curiosity, a 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.

Location

• Ability to work on-site at our downtown Seattle office on a regular schedule, including twice-monthly All Staff meeting days and other events.

Nice to Have

• 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.

Job Functions and Physical Requirements

The following cognitive and physical activities outline the essential functions required for successful job performance. Reasonable accommodations may be provided to enable individuals with disabilities to fulfill these functions.

Physical Demands

• Extended periods of sitting at a desk and using a computer.
• Repeated wrist, hand, and finger movements.
• Requires clear vision for tasks like data analysis, transcribing, computer use, and reading.
• Occasionally lifting or moving objects weighing up to 10 pounds.

Cognitive Demands

• Able to work effectively under deadlines.
• Strong problem-solving and analytical skills.
• Attention to detail and accuracy.
• Flexibility to adapt to changing environments, priorities and multitask.

Additional Functions

• Travel two times per year for on-site events in Seattle, WA. 
• Effective verbal and written communication skills.
• Works well in a team and maintains professionalism.
• Follows company policies, procedures, and relevant laws and regulations.

Note: This list is not exhaustive and may be subject to modification as job duties evolve.

Compensation & Total Rewards

Sage Bionetworks implements equitable workplace strategies to ensure fair pay. Actual compensation is determined by market data, specific experience, and internal parity.

• Job Level: Professional
• Annual Salary Range: $60,000 - $73,300
• Note: New hires typically receive an offer between the minimum and the midpoint of the range to allow for future growth within the role. Higher offers may be considered for exceptional experience or specific market conditions.
• Comprehensive Benefits: We offer a package competitive with both commercial biotech and nonprofit sectors:
• Health & Wellness: Comprehensive medical, dental, vision, life, AD&D, and long-term disability.
• Future Security: Robust retirement plan and flexible spending accounts (FSA).
• Work-Life Harmony: Paid time off and flexible work arrangements.
• Learn more at: Benefits – Sage Bionetworks

Equal Opportunity & Inclusion

Sage Bionetworks is an Equal Opportunity Employer. We prohibit discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.

Accommodation Request: If you require a reasonable accommodation during the application or interview process, please contact HR during the scheduling process. 

Modern Hiring & Responsible AI

We value your talent and your time. To ensure a fair and inclusive experience, we operate with the following principles:

• Responsible AI in Recruiting: To help us find the best talent, we may utilize AI tools within our recruiting platforms. We use these technologies responsibly to avoid the pitfalls of bias and discrimination. We believe technology should enhance human judgment, not replace it, and we regularly audit our processes to ensure every candidate is evaluated fairly based on their unique skills.
• Work from (Almost) Anywhere: We are a distributed workforce and support remote or hybrid arrangements within the United States. For this role, candidates need to be based in the state of Washington. 
• Virtual-First Interviews: All interviews are conducted virtually to ensure accessibility and flexibility for all candidates.

About Sage Bionetworks: Science for the Common Good

At Sage Bionetworks, we believe the greatest barriers to medical progress aren't just biological—they are structural. Since 2009, our Seattle-founded nonprofit has been on a mission to tear down the "silos" of traditional science. We don’t just conduct research; we redefine how it’s done through open science, radical collaboration, and ethical data sharing.
When you join Sage, you aren't just taking a job; you’re joining a bold collective of scientists, engineers, governance experts, and visionaries. We empower patients to be partners, not just data points, and we provide the platforms that allow the global scientific community to accelerate life-saving discoveries.

The Sage Way: Our Core Values

We don’t just talk about change; we live it through these five pillars:

• Science Driven: We use data and evidence to ensure our work creates a measurable, positive impact on human health.
• Accountable: We deliver on our promises through a foundation of trust and radical transparency.
• Growth Oriented: We stay curious, seek out the hardest challenges, and constantly aspire to improve ourselves and our field.
• Empathetic + Inclusive: We embrace our differences and build environments where every voice is empowered.
• Radically Collaborative: We believe the best solutions come from teamwork and building diverse, global communities.