Operations Coordinator

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.

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.

• 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)

• 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 elevate 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…