{"id":2557842,"url":"https://alion.io/job/sage-bionetworks-operations-coordinator","title":"Operations Coordinator","company":{"id":686542,"name":"Sage Bionetworks","domain":"sagebionetworks.com","url":"https://alion.io/company/sagebionetworks","size_band":"51-200","is_staffing_agency":false,"employer_type":"direct","is_intermediary":false,"listed_via":null,"ats_vendor":"Greenhouse","truth_index":null},"role":"Administrative","role_family":"Administrative","seniority":"middle","employment_type":null,"work_mode":"hybrid","remote_scope":null,"remote_scope_basis":null,"remote_working_hours":null,"hiring_geo_confidence":"structured","locations":["Seattle, United States"],"countries":["US"],"hiring_countries":[],"hiring_countries_total":0,"salary":{"min":60000,"max":73300,"currency":"USD","period":"year","gross":null,"usd_annual":73300},"salary_estimate":null,"experience_years_min":3,"visa_sponsorship":false,"relocation_package":false,"has_equity":false,"technologies":[{"name":"Google Workspace","optional":false},{"name":"Microsoft Office","optional":false},{"name":"Slack","optional":false},{"name":"Computer Use","optional":true}],"status":"live","first_seen_at":"2026-10-14T19:40:34Z","employer_posted_date":"2026-10-14","last_verified_at":"2026-10-26T05:50:55Z","board_verified":true,"closed_at":null,"days_open":11,"trust":{"level":"ok","repost_count":null,"flags":[],"days_open":11},"description":"About Us\nSage 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.\nThe Opportunity\nSage Bionetworks is seeking a Seattle-based Operations Coordinator to serve as a flexible, cross-functional resource for our Business Operations team.\nReporting 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.\nYou 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.\nThis 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.\nYou'll know you're succeeding when:\nColleagues across Operations see you as a reliable, service-minded partner who closes the loop without repeated reminders.\nNew hires have a smooth, well-organized onboarding and orientation experience.\nOur shared files and processes are more organized and consistent than when you started.\nThe Seattle office and on-site events run smoothly.\nGrant proposals, awards, and reporting deadlines are tracked accurately and nothing slips through the cracks.\nContracts are renewed on time because owners hear about expirations well in advance.\nAward subrecipient documents, executed agreements, and reports are complete and filed where the team can find them.\nLeadership Team members have well-managed calendars, travel, and expenses, and can focus their time on the highest priorities.\nNote: Please do not upload your resume as your cover letter (required)\nKey Responsibilities\n Provide Cross-Functional Operations Support (~10%):\nUtility Support: Take on projects and tasks across Operations as priorities shift.\nCoverage & Backup: Support Operations team members during peak periods, absences, or transitions.\nContinuous Improvement: Identify ways to streamline administrative processes, documentation, and shared systems, including through new tools and AI.\nSpecial Projects: Take on additional responsibilities as directed by the Director of People Operations.\n Support People Operations (~35%):\nOnboarding & Orientation: Coordinate the full onboarding and offboarding process, including new hire paperwork, system access requests with IT, equipment and keycard setup, and orientation sessions.\nRecruiting Coordination: Schedule interviews and coordinate logistics with hiring managers and candidates.\nBenefits 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.\n 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.\nHR Compliance Support: Help maintain compliance with employment requirements, including I-9 verification, required workplace postings, and leave documentation, under the direction of People Operations.\nEmployee Records & HRIS: Maintain accurate employee records in the HRIS, process routine data changes, and keep personnel files organized, complete, and confidential.\nPeople Operations Projects: Support other People Operations processes and projects as needed.\n Support Grants & Contracts (~35%):\nProposal 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.\nSubrecipient 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.\nGrants 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.\nContracts & 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.\nReporting: Track reporting requirements, follow up with program teams on upcoming deadlines, and confirm reports are submitted on time and filed.\nRecords & Organization: Review the Grants & Contracts Drive folders and recommend ways to improve organization and consistency.\n Manage Office & Facilities (~10%):\nOn-Site Logistics: Oversee the downtown Seattle office, including twice-monthly All Staff meetings and related lunch and grocery orders.\nFacilities Assets: Manage keycard and other facilities asset assignments for employees.\nEvents: Serve on the Home Week organizing committee for our twice-yearly on-site event.\nBuilding Management: Act as the main contact with building management for facilities requests.\n Support the Leadership Team (~10%):\nAdministrative Support: Provide routine and ad-hoc support to multiple Leadership Team members, managing and prioritizing competing requests.\nCalendar Management: Proactively manage several complex calendars, balancing competing priorities and communicating with internal and external collaborators to make the most of leaders' time.\nTravel & Expenses: Book travel and process expense reimbursements accurately and on time.\nPercentages are approximate. This role is designed to evolve with the needs of the organization, and responsibilities may shift over time.\nQualifications\nEducation\nBachelor's degree in Business Administration, Communications, a related field, or an equivalent combination of education and experience.\nExperience\n 3+ years of experience as an administrative assistant, executive assistant, operations or project coordinator, or in a comparable role.\nA track record of juggling competing priorities for multiple stakeholders with little supervision.\nExperience managing several complex calendars, booking travel, and processing expense reimbursements.\nStrong attention to detail, with a habit of checking your work for accuracy and completeness.\nDemonstrated ability to manage deadlines, follow up, and close the loop without repeated reminders.\nStrong planning, organizational, and time-management skills, and the judgment to flag issues early.\nAbility to handle confidential matters, including employee and contract information, with sensitivity and professionalism.\nStrong written and verbal communication with internal staff, external partners, and vendors.\nCuriosity, a willingness to ask questions, and comfort asking for help when needed.\nProficiency in Google Workspace or equivalent tools (such as Microsoft Office), and comfort learning new systems, technology, and AI tools.\nLocation\nAbility to work on-site at our downtown Seattle office on a regular schedule, including twice-monthly All Staff meeting days and other events.\nNice to Have\nExperience with grants or contracts administration, or with a grants management system such as EUNA.\nExperience supporting HR processes such as onboarding, orientation, or recruiting coordination.\nExperience in a nonprofit, grant-funded, academic research, or life sciences organization.\nExperience with contract management systems or document routing tools such as DocuSign.\nExperience improving file organization, naming conventions, or administrative processes.\nExperience using automation or AI tools to improve administrative work.\nJob Functions and Physical Requirements\nThe 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.\nPhysical Demands\nExtended periods of sitting at a desk and using a computer.\nRepeated wrist, hand, and finger movements.\nRequires clear vision for tasks like data analysis, transcribing, computer use, and reading.\nOccasionally lifting or moving objects weighing up to 10 pounds.\nCognitive Demands\nAble to work effectively under deadlines.\nStrong problem-solving and analytical skills.\nAttention to detail and accuracy.\nFlexibility to adapt to changing environments, priorities and multitask.\nAdditional Functions\nTravel two times per year for on-site events in Seattle, WA. \nEffective verbal and written communication skills.\nWorks well in a team and maintains professionalism.\nFollows company policies, procedures, and relevant laws and regulations.\nNote: This list is not exhaustive and may be subject to modification as job duties evolve.\nCompensation & Total Rewards\nSage Bionetworks implements equitable workplace strategies to ensure fair pay. Actual compensation is determined by market data, specific experience, and internal parity.\nJob Level: Professional\nAnnual Salary Range: $60,000 - $73,300\nNote: 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.\nComprehensive Benefits: We offer a package competitive with both commercial biotech and nonprofit sectors:\nHealth & Wellness: Comprehensive medical, dental, vision, life, AD&D, and long-term disability.\nFuture Security: Robust retirement plan and flexible spending accounts (FSA).\nWork-Life Harmony: Paid time off and flexible work arrangements.\nLearn more at: Benefits - Sage Bionetworks\nEqual Opportunity & Inclusion\nSage 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.\nAccommodation Request: If you require a reasonable accommodation during the application or interview process, please contact HR during the scheduling process. \nModern Hiring & Responsible AI\nWe value your talent and your time. To ensure a fair and inclusive experience, we operate with the following principles:\nResponsible 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.\nWork 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. \nVirtual-First Interviews: All interviews are conducted virtually to ensure accessibility and flexibility for all candidates.\nAbout Sage Bionetworks: Science for the Common Good\nAt Sage Bionetworks, we believe the greatest barriers to medic...","description_format":"text","description_chars":13272,"description_truncated":true,"requirements":{"experience_years_min":3,"management_years_min":null,"team_size_min":null,"manages_managers":false,"education":{"level":"bachelor","optional":false},"security_clearance":false,"languages":[]},"benefits":["Flexible schedule","Retirement plans"],"hiring_locations":[{"name":"United States","iso":"US","kind":"country"}],"hiring_excludes":[],"relocation_offered":false,"industries":["Biotechnology","Bioinformatics","Research Institutes"],"lifecycle":[{"event":"open","at":"2026-10-14T19:47:02Z"}],"visa":[{"country":"US","licensed_sponsor":true,"evidence":"H-1B filings in 12 months: 1 · green card filings: 2","filings_12m":1,"filings_prev_12m":3,"green_card_filings_12m":2,"median_offered_wage_usd":95833,"route":null,"cap_exempt":false,"checked_at":"2026-10-15T11:24:14+00:00","sources":["US Department of Labor: LCA disclosure data (H-1B, H-1B1, E-3)","US Department of Labor: PERM disclosure data (green cards)"],"filings_for_role_12m":0}],"liveness":{"score":73,"band":"hot","label":"Hiring now","p_open":1,"p_active":0.814,"p_room":0.9,"age_days":11,"expected_fill_days":30,"reasons":["conf:0","win:mid"],"computed_at":"2026-10-26T05:57:25Z"},"pay":{"stated_usd_annual":73300,"is_top_pay":true},"html_url":"https://alion.io/job/sage-bionetworks-operations-coordinator","json_url":"https://alion.io/job/sage-bionetworks-operations-coordinator.json","meta":{"generated_at":"2026-10-26T07:31:39Z","cache_seconds":300,"methodology":"https://alion.io/methodology","terms":"https://alion.io/terms","contact":"https://alion.io/contact","api":"https://alion.io/developers","about":"Alion is a live layer of people, companies and AI agents: who they are, whether they are real and active right now, what they do and how to work with them, readable by people and by agents and paid per call.","catalog":"https://alion.io/catalog.json","usage":{"tier":"crawler_verified","counted_by":"address","units_charged":1,"used_today":10020,"day_limit":null,"remaining_today":null,"minute_limit":300,"resets_at":"2026-10-27T00:00:00Z"}},"offers":[{"id":"company.slices","title":"One company in depth, by slice","status":"live","price":{"credits":0.02,"usd":0.002,"plus_per_slice":{"credits":0.05,"usd":0.005}},"unit":"per company, plus each slice with data","note":"the employer in depth","call":{"mcp_tool":"get_company","arguments":{"id":686542},"rest":"https://alion.io/mcp/rest/get_company?id=686542"},"human":"https://alion.io/catalog?offer=company.slices&for=job%2Fsage-bionetworks-operations-coordinator"},{"id":"market.stats","title":"A market slice: pay, demand and time to fill","status":"live","price":{"credits":1,"usd":0.1},"unit":"per slice","note":"pay, demand and time to fill for this role and place","call":{"mcp_tool":"market_stats"},"human":"https://alion.io/catalog?offer=market.stats&for=job%2Fsage-bionetworks-operations-coordinator"},{"id":"job.search","title":"Open jobs by role, technology, place, pay and visa","status":"live","price":{"credits":0.02,"usd":0.002},"unit":"per posting in a list","note":"similar open postings","call":{"mcp_tool":"search_jobs"},"human":"https://alion.io/catalog?offer=job.search&for=job%2Fsage-bionetworks-operations-coordinator"},{"id":"company.verify","title":"Is this company real and active right now","status":"pilot","price":null,"unit":"per company","request":{"url":"https://alion.io/catalog/request","method":"POST","body":"{\"offer\": \"company.verify\", \"for\": \"job/sage-bionetworks-operations-coordinator\", \"note\": \"what you need it for\"}"},"human":"https://alion.io/catalog?offer=company.verify&for=job%2Fsage-bionetworks-operations-coordinator"}]}