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 r