Operations Assistant (Biohub SF)

The Chan Zuckerberg Biohub San Francisco (CZ Biohub SF) (https://www.czbiohub.org/sf/) is an independent nonprofit research institute that brings together three powerhouse universities - Stanford, UC Berkeley, and UC San Francisco - into a single collaborative technology and discovery engine. CZ Biohub SF itself supports some of the brightest, boldest engineers, data scientists, and biomedical researchers to investigate the fundamental mechanisms underlying disease and develop new technologies that will lead to actionable diagnostics and effective therapies. We are guided by our values of scholarly excellence; disruptive innovation; hands-on engineering/hacking/building; partnership and collaboration; open communication and respect; inclusiveness; and opportunity for all.

Our Vision

• We pursue large scientific challenges that cannot be pursued in conventional environments
• We enable individual investigators to pursue their riskiest and most innovative ideas
• The technologies developed at CZ Biohub San Francisco facilitate research by scientists and clinicians at our home institutions and beyond

Diversity of thought, ideas, and perspectives are at the heart of CZ Biohub Network and enable disruptive innovation and scholarly excellence. We are committed to cultivating an organization where all colleagues feel inspired and know their work makes an important contribution.

The Opportunity

CZ Biohub SF is looking for an Operations Assistant to play a key role in ensuring the smooth daily operations of the office by serving as the first point of contact for visitors and handling front desk responsibilities. This position involves managing all vendor interactions, supporting space planning initiatives, and providing administrative assistance to the Operations department as needed. The ideal candidate is organized, detail-oriented, and comfortable multitasking in a dynamic environment.  

You will

Front Desk & Visitor Management:

• Serve as the primary point of contact for visitors, ensuring a professional and welcoming environment
• Manage front desk operations, including visitor sign-ins, issuing badges, distributing parking passes, and ensuring compliance with COVID safety protocols
• Handle incoming inquiries via phone, email, or in-person, and direct them to the appropriate contact
• Coordinate with the building security team to maintain smooth entry and exit procedures

Vendor & Facilities Coordination:

• Receive and assist all vendors ensuring smooth check-in and compliance with site protocols
• Act as a liaison between vendors and internal teams to facilitate deliveries, service appointments, and maintenance requests
• Monitor office and kitchen supply levels, place orders as needed, and ensure proper distribution

Space Planning & Project Support:

• Assist with office space planning efforts, workspace organization, and office moves
• Support ongoing facilities projects, renovations, or reconfigurations by coordinating logistics and communicating with stakeholders as needed
• Maintain an inventory of office resources, ensuring efficient allocation and usage

Executive Assistant & Administrative Support:

• Provide general administrative support, including scheduling meetings, managing correspondence, and organizing documents (e.g., packing slips)
• Assist Operations with ad-hoc tasks such as expense reporting, meeting preparation, and other administrative needs
• Coordinate internal events, team meetings, and office activities as required.=
• Deliver high-level administrative support to the COO, Controller, and Head of Scientific Computing, including complex calendar management and detailed travel planning.=
• Serve as the primary point of contact for visiting leaders from the CZB Network, CZI, CZII, as well as external clients and vendors.=
• Prepare and process expense reports and invoices for the COO, Controller, and Head of Scientific Computing.=

Backup Support to Shipping, Receiving, and Mail Operations:

• Provide backup support for shipping and receiving operations, ensuring all incoming and outgoing shipments are processed efficiently and accurately recorded
• Assist with sorting, distributing, and managing incoming mail and packages
• Ensure proper handling of sensitive or time-critical deliveries in the absence of primary shipping and receiving personnel
• Coordinate with carriers, vendors, and internal teams to facilitate smooth logistics and deliveries

Other Duties:

• Ensure that common areas, such as reception, meeting rooms, and break areas, are clean and well-stocked
• Support emergency preparedness efforts, including maintaining emergency contact lists and ensuring compliance with safety regulations
• Take on additional responsibilities as assigned to support the smooth functioning of office operations

You have

Essential –

• High School graduate/GED required or equivalent 
• At least 3 years of proven experience in an administrative or office operations role
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and other office management tools
• Strong organizational skills with the ability to multitask and prioritize workload
• Excellent verbal and written communication skills.
• Professional and friendly demeanor with strong interpersonal skill

Nice to have -

• Past experience working in a lab-focused or R&D environment 
• Non-profit or multi-entity organization experience

Compensation

The San Francisco, CA base pay range for this role is  $68,000.00 - $94,600.00. New hires are typically hired into the lower portion of the range, enabling employee growth in the range over time. Actual placement in range is based on job-related skills and experience, as evaluated throughout the interview process. 

What We Provide

• Resources to disrupt and innovate at the frontiers of our knowledge of biology and disease
• A collegial and collaborative environment consisting of diverse expertise
• Access to collaborators, resources and facilities at our three partner universities (Stanford University, UC Berkeley, and UC San Francisco) and at partner organizations in the SF Bay Area and beyond
• Competitive compensation and benefits commensurate with the experience

If you’re interested in a role but your previous experience doesn’t perfectly align with each qualification in the job description, we still encourage you to apply as you may be the perfect fit for this or another role.

Benefits

We offer a robust benefits program that enables the important work Biohubbers do everyday. Our benefits include healthcare coverage, life and disability insurance, commuter subsidies, family planning services with fertility care, childcare stipend, 401(k) match, flexible time off and a generous parental leave policy. In addition, we honor our commitment to career development and our value of scholarly excellence through regular onsite opportunities to learn from the world's leading scientists.

The CZ Biohub Network is an equal opportunity employer committed to diversity of thought, ideas and perspectives. We are committed to cultivating an inclusive organization where all Biohubbers feel inspired and know their work makes an important contribution. Therefore, we provide employment opportunities without regard to age, race, color, ancestry, national origin, religion, disability, sex, gender identity or expression, sexual orientation, or any other protected status in accordance with applicable law.

Pursuant to the California Fair Chance Act, we will consider for employment qualified applicants with arrest and conviction records.

Headhunters and recruitment agencies may not submit resumes/CVs through this website or directly to managers. The CZ Biohub Network does not accept unsolicited headhunter and agency resumes. The CZ Biohub Network will not pay fees to any third-party agency or company that does not have a signed agreement with the CZ Biohub Network.