IT Systems & Operations Coordinator (NYC - Hybrid)

BEAM • New York City, NY

11h • Hybrid

About The Position

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 year. In 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. We've seen our students' successes first-hand, and it's 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. ABOUT THE INFORMATION TECHNOLOGY TEAM BEAM’s Information Technology (IT) team, a part of the Business Operations Division, is a new and growing team dedicated to advancing the organization's 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 BEAM’s 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. You'll 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. You'll partner with colleagues across the organization to streamline processes, automate repetitive work, and strengthen the systems that support BEAM's students, educators, and staff. Whether you're improving workflows, troubleshooting technical issues, or helping implement new solutions, your work will have a meaningful impact on the organization's 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.

Requirements

• 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

Nice To Haves

• 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

Responsibilities

• 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
• Support the IT team with new hire enterprise systems training
• Manage Google Workspace User and Group administration
• 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
• 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
• Serve as the lead admin for RingCentral phone system
• Configure and update RingCentral’s IVR (Interactive Voice Response) system, including call routing and ring groups for summer and year-round programs
• Maintain the organization’s phone directory, ensuring accuracy and accessibility for all staff
• 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
• Provide remote support to 150 season staff
• 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
• 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 IT’s 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 downdetector.com
• 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
• 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

Benefits

• 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 Year’s 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
• $1,500 annual allowance for professional development

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed