Business Systems Administrator

Teachstone

20h

About The Position

We are seeking a Business Systems Administrator to serve as a hands-on owner of Teachstone’s business systems, supporting the day-to-day operation, maintenance, and improvement of our systems landscape. This role is responsible for building, configuring, and maintaining systems (with a strong focus on Airtable), supporting users directly, and ensuring systems operate reliably and efficiently. While the role partners with stakeholders to understand business needs, the primary expectation is execution - translating needs into working system solutions, not just documenting requirements. A core focus of this role is establishing and maintaining clean, scalable, and well-structured systems, including data organization, naming conventions, validation rules, and workflows that support reporting accuracy and operational efficiency. In addition to systems administration, this role provides backup IT support and supports system renewals and vendor coordination to ensure continuity, cost discipline, and strong system performance across Teachstone’s ecosystem. This position requires a practical, detail-oriented operator who is comfortable working across systems, data, and basic IT support, and who takes ownership of keeping systems functional, organized, and continuously improving. Teachstone operates in a highly cross-functional, systems-driven environment where our ability to deliver high-quality services and scale effectively depends on how well our systems function day-to-day. The Business Systems Administrator plays a critical role in: Keeping systems running reliably and efficiently Strengthening data quality through consistent system structure and usage Reducing operational friction through hands-on system improvements Supporting team productivity through responsive user support Ensuring tools are well-managed, cost-effective, and aligned to business needs By directly maintaining and improving systems, this role ensures teams can focus on delivering value to educators and partners rather than navigating system challenges. This role is essential to building a scalable, well-maintained, and user-friendly systems environment that supports Teachstone’s growth and operational effectiveness.

Requirements

Bachelor’s degree in Business Administration, Information Systems, Computer Science, or equivalent experience.
3–5 years of experience in systems administration, business systems support, or a similar hands-on role
Demonstrated experience building and maintaining Airtable bases (required)
Experience administering SaaS platforms (e.g., CRM, LMS, finance, or collaboration tools)
Proven ability to implement solutions directly in systems, not just document requirements
Basic IT support experience, including user access management and troubleshooting
Strong analytical, organizational, and problem-solving skills
Clear communicator with the ability to support both technical and non-technical users.
Comfortable managing multiple priorities in a fast-paced, cross-functional environment.

Nice To Haves

Familiarity with Agile or iterative delivery methods is a plus
Experience with Google workspace tools and automations a plus
Familiarity with Agile or iterative delivery methods a plus

Responsibilities

Own day-to-day administration of key business systems, with a strong focus on Airtable
Build, maintain, and optimize Airtable bases, including: Table structures, relationships, and views, Automations and workflows, Data validation and field configurations
Configure and maintain other business systems (e.g., contract management, document management, etc.)
Manage user access, permissions, and basic system configurations
Troubleshoot system issues and resolve them directly where possible
Ensure systems are clean, organized, scalable, and well-documented
Translate business needs into working system configurations and solutions
Implement workflow improvements directly within systems
Identify inefficiencies and address them through automation, configuration, or process changes
Standardize data structures, naming conventions, and input practices across systems
Support integrations and data flow between systems where needed
Maintain data quality by enforcing structured inputs and consistent system design
Serve as a primary point of contact for system-related questions and troubleshooting
Provide responsive, practical support to users across teams
Create and maintain lightweight documentation, how-to guides, and training materials
Help drive system adoption through hands-on support and guidance
Support the management of software renewals, including tracking renewal dates, license counts, usage, and contract terms.
Partner with Finance, IT, and system owners to support renewal planning, usage reviews, and vendor communications.
Help ensure systems are appropriately licensed, cost-effective, and aligned with business needs.
Maintain accurate records of system ownership, contracts, and renewal timelines.
Provide backup support for tier-one and tier-two IT needs, including: User access and account issues, Basic hardware and software troubleshooting, Onboarding and offboarding system setup
Escalate complex issues to IT specialists or vendors as needed
Support IT documentation, workflows, and service request processes
Help ensure continuity of support across systems and tools
Track software renewals, license usage, and system ownership
Support renewal planning and vendor coordination with Finance and IT
Help ensure systems are appropriately licensed and cost-effective
Maintain accurate records of contracts, licenses, and renewal timelines
Identify opportunities to improve system performance, usability, and adoption
Contribute to standardization of system structures and processes
Support cross-functional initiatives that span systems, data, and operational workflows
Reduce manual work through automation and improved system design