IT Systems & Operations Coordinator (NYC Hybrid)

About BEAM

Bridge to Enter Advanced Mathematics (BEAM) creates pathways for students from low-income low-access backgrounds to become scientists mathematicians engineers and computer scientists.

We provide BEAM students the same access to high-quality preparation in STEM as their more affluent peers and we invest deeply in our students success with programming from middle school through college graduation focused on joyous exciting and rigorous mathematics building vibrant communities and supporting students in key life transitions such as college admissions and financial aid.

BEAM has grown from a small summer program serving 17 students in the summer of 2011 to a year-round national program serving 450 students at six summer program sites and 600 students in year-round programming in New York City and Los Angeles this school addition our BEAM National pilot program now reaches around 1000 elementary-aged students in seven different states working to create a new nationwide pathway modeled on our local work. Weve seen our students successes first-hand and its backed by data: a quasi-experimental study found that students who attended our 7th grade summer program were 1.3X as likely to declare a STEM major as a matched comparison group.

BEAMs Information Technology (IT) team a part of the Business Operations Division is a new and growing team dedicated to advancing the organizations IT policies procedures and data security standards.

To enable information technology to proceed effectively and securely the IT Team places strong focus on effective communication both written and verbal and technical expertise in network security systems administration and troubleshooting. This approach ensures efficient operations prompt resolution of technical issues and adherence to best practices across IT infrastructure. Working collaboratively with all teams across BEAM the IT Team ensures the optimal maintenance and management of BEAMs cloud-based enterprise applications driving efficiency security and reliability across all platforms.

DESCRIPTION OF ROLE

BEAM is seeking an IT Systems & Operations Coordinator to help build and support the technology that powers our mission. This is a collaborative hands-on role for someone who enjoys solving problems improving systems and helping others succeed. Youll contribute across security and compliance systems administration and technical support ensuring our staff have the tools and infrastructure they need to do their best work.

This role offers the opportunity to see firsthand how thoughtful technology can expand educational opportunity. Youll partner with colleagues across the organization to streamline processes automate repetitive work and strengthen the systems that support BEAMs students educators and staff. Whether youre improving workflows troubleshooting technical issues or helping implement new solutions your work will have a meaningful impact on the organizations day-to-day operations and long-term effectiveness.

At BEAM we are committed to professional development and provide feedback to individuals in this position to support their growth.

KEY DUTIES AND RESPONSIBILITIES

Tech Systems & Operations (50%)

• Onboarding and Offboarding:
• Install maintain and procure technology hardware such as laptops onsite workstations and printers for employees
• Manage user onboarding and offboarding for enterprise and general business applications such as but not limited to: Asana Miro Slack and RingCentral ensuring timely and accurate access provisioning
• Provide end user support and access management to TalentLMS including enrollment in mandatory trainings Mandated Reporter and Harassment Prevention
• Support the IT team with new hire enterprise systems training
• Manage Google Workspace User and Group administration

• End-User Technical Support:
• Handle inbound level 1 and 2 service desk requests from staff regarding system and software related issues through Mojo Helpdesk; escalating complex or urgent issues to the Director IT Systems & Operations
• Provide in-person support to end users in NYC HQ office and remote support through ZohoAssist to end users working in other states
• Maintain proper user permissions and data access promoting best practices in system usage and data management
• Communicate system updates feature rollouts and process changes to users in a clear and timely manner
• Process & System Optimization
• Assist in mapping current workflows across IT HR and Finance to identify manual bottlenecks redundant data entry and opportunities for automation
• Execute the configuration and testing of automation tools (e.g. Zapier internal scripts etc.) to link systems such as syncing timesheet data between platforms
• Support the daily maintenance of cross-departmental integrations monitoring for errors and performing first-level troubleshooting before escalating complex issues to the Director IT System & Operations
• Assist in gathering requirements from end-users in HR Finance and IT to understand pain points and translate them into clear technical tickets or project briefs for the Director IT Systems & Operations
• Evaluate and recommend vendors for hardware software licenses cloud subscriptions and other IT services based on technical needs
• Act as the primary point-of-contact for technology equipment vendors leading procurement efforts
• Telecommunication Management
• Serve as the lead admin for RingCentral phone system
• Configure and update RingCentrals IVR (Interactive Voice Response) system including call routing and ring groups for summer and year-round programs
• Maintain the organizations phone directory ensuring accuracy and accessibility for all staff
• Training and Documentation
• Create and manage documentation on enterprise systems hardware projects and technology implementations
• Collaborate with IT team to tailor guidance and support to department-specific workflows
• Gather user feedback to identify areas for additional support or training
• Recommend best practices to optimize productivity and minimize errors
• Summer Program Operations
• Provide remote support to 150 season staff
• Manage Google Workspace User and Group administration
• Set up and manage Slack workspaces and permissions for each summer site to ensure effective communication
• Support travel logistics by configuring access to Perk setting up trip approval workflows and assigning cost centers
• Assist with granting access to purchasing platforms including ezCater for program-related orders and catering needs

Security Compliance and Business Continuity (25%)

• Assist with security system configurations and implementation on all BEAM devices and enterprise applications to safeguard sensitive organizational and student data
• Assist with maintaining compliance with data protection regulations and nonprofit industry best practices
• Support and reinforce ITs policies and procedures related to data governance and cybersecurity
• Maintain and enhance workstation security and patch management policies
• Configure and manage backups and administrative restores for Dropbox Google Drive and Salesforce
• Monitor system outages and vendor status updates via official channels and trackers like

Office Operations and Usage (25%)

• Building Management & Vendor Relations
• Serve as the on-site point of contact for the HQ office during scheduled hours
• Coordinate facilities requests with building management and vendors
• Track maintenance issues and follow up until resolved
• Maintain office and pantry supplies; place routine orders as needed
• Receive sort and distribute mail and packages that arrive in the office
• Serve as designated point of contact during scheduled hours for office safety or building-related issues
• Coordinate with building management to maintain emergency and safety signage current and posted visibly in the office suite
• Staff Support
• Keep shared spaces storage room and meeting rooms organized and functional
• Maintain and support office equipment and technology needs
• Serve as first point of contact for staff with office-related questions
• Support staff onboarding and offboarding related to physical office access and logistics
• Help coordinate hot desk usage and meeting room logistics
• Support basic workplace safety practices and procedures
• Maintain a stocked and accessible First Aid kit

QUALIFICATIONS

Above all were looking for people passionate about BEAMs work and impact. It is much more important to us to hire someone with the right approach than someone with a particular background. That said we are looking for the following qualifications:

The ideal candidate has:

• 1- 3 years of experience in IT support or operations coordination ideally in a remote or nonprofit environment
• Experience using a help desk software system such as Mojo Helpdesk
• Strong interpersonal and communication skills with the ability to work across departments support individuals with varying levels of technical proficiency and adapt guidance to meet people where they are
• Strong organizational and project management skills for managing multiple projects tasks and systems simultaneously with attention to detail and follow-through
• Experience with cloud-based platforms such as Asana Google Workspace RingCentral Slack etc.
• Ability to troubleshoot basic and intermediate hardware issues both remotely and in-person
• Ability to follow standard operating procedures (SOPs) and document processes clearly
• Adaptable and comfortable supporting both technical and operational tasks
• Awareness of industry standard cybersecurity principles especially in SaaS environments

Significant pluses may include:

• Experience working in a seasonal education-based or nonprofit program environment
• Bilingual (English/Spanish) or experience supporting bilingual users
• Familiarity with data privacy tech industry standards (e.g. NIST or similar standards)
• Familiarity with scripting languages (e.g. Python JavaScript Java etc.) to automate and improve business processes

PHYSICAL DEMANDS

• Digital Work: The role involves extended periods of sitting and regular use of a computer (typing and viewing a screen) and other standard office equipment and technology.
• Collaboration & Communication: Frequent communication with colleagues and stakeholders through a combination of in-person meetings video calls phone email and messaging platforms.
• On-Site Presence: Ability to commute to and work from the NYC office on scheduled in-office days including participation in meetings and collaborative sessions.

APPLICATION PROCESS

Our process as described below has approximately four stages and we anticipate the process lasting about 4-6 weeks in total with someone starting in the role as soon as possible although we are flexible with the specific date.

The initial step is to submit your application including resumé and responses to a few short application questions via our online portal. When your application is complete we will follow up with next steps.

Next steps in our process will include a short 30-minute phone interview and/or sample projects so we can get to know you and you can show us your work. We believe in the importance of demonstrated ability and providing opportunities that allow candidates to demonstrate relevant skills for the role throughout our process. The final step of our process is a final interview with the team.

We will review applications on a rolling basis until the position is filled.

SALARY BENEFITS AND OTHER DETAILS

The salary range for this position is $63800- $78650. This is a good faith anticipated range of the job but the actual pay will be based on any applicants skill and experience.

BEAM provides a number of benefits including:

• Flexible working hours
• Health dental and vision benefits including health plan options that are free for individuals
• 12 paid holidays including an office closure between Christmas Day and New Years Day
• 15 days of paid annual leave to start and will increase by one day for each year worked for your first 5 years of employment
• Paid sick leave
• 403(b) Retirement Plan with employer match of 50% of elective deferrals up to 3% of eligible compensation
• Student loan reimbursement
• Pre-tax commuter benefits
• $1500 annual allowance for professional development

COMMITMENT TO DIVERSITY EQUITY AND INCLUSION

Beyond a commitment to nondiscrimination we are committed to fostering a supportive and inclusive environment where everyone can thrive.

EQUAL EMPLOYMENT OPPORTUNITY

BEAM is an equal opportunity employer and does not unlawfully discriminate against employees or applicants for employment on the basis of an individuals race (including traits historically associated with race (including but not limited to hair texture and protected hairstyles such as braids locks and twists) ethnicity religion (including clothing or facial hair worn in accordance with the religious tenets) color sex pregnancy childbirth and related medical conditions breastfeeding gender (including actual or perceived sex gender identity and gender expression including a persons actual or perceived gender-related self-image appearance behavior expression or other gender-related characteristic regardless of the sex assigned to that person at birth) sexual orientation sexual and reproductive health decisions national origin immigration or citizenship status status as a veteran active military service member or uniform service member marital or partnership status familial status caregiver status age (18 or older) predisposing genetic characteristics disability creed status as a victim of domestic violence sexual violence or stalking unemployment status salary history credit history an individuals status as having a known relationship or association with a member or members of a protected category or any other protected status in accordance with all applicable federal state and local laws. This policy applies to all terms conditions and privileges of employment including recruitment hiring placement compensation promotion discipline and termination.

All personnel decisions will be made in accordance with the principles of equal employment opportunity and subject only to valid (job-related) requirements for employment benefits or promotional opportunities.