Manager, Systems Administration

Job Title: Manager, Systems Administration

Reports to: Senior Director, Systems & Operations

Date: Fall 2026

BIG SHOULDERS FUND

Big Shoulders Fund is an independent tax-exempt charitable organization that provides support to schools with demonstrated need which provide a quality, values-based education for children. We serve 25,000 students and 92 schools in the Chicago and Northwest Indiana regions. Each school is a vital community-based organization and an anchor to its surrounding neighborhoods.

For forty years,Big Shoulders Fund has helped Chicago’s children achieve their dreams through access to high-quality education. Of the 25,000 students we serve, 83% identify as people of color and 69% reside in low-income households. We expand access and outcomes by investing more than $40 million annually in scholarship support and enrichment programming for students; operational improvements for schools; cultivation of talent pipelines for school personnel from new teachers through veteran principals; and professional development and support for educators and leaders – all with the goal of not just strengthening schools, but whole communities, while preparing students for life-long success. To that end, 80% of scholars matriculate to college and students earn a degree at two times the national average. Latino and Black scholars graduate at three-times and four-times their counterparts, respectively, and graduates go on to vote, contribute, and participate at greater rates than local and national outcomes.

In 2019, Big Shoulders Fund began an exciting new chapter in Northwest Indiana by making a long-term commitment to The Region. Since then, we have worked to bring our unique approach to building the capacity of local school communities to best serve students and families of Northwest Indiana, with special focus on areas of greatest need: Gary, Hammond and East Chicago. The long-term goals of our efforts include elevating the quality of values-based schools in Northwest Indiana through: academic investments, instructional and data coaching; marketing and outreach efforts; and enrichment and summer programs to expand opportunities for students. While some roles on our staff focus exclusively on Northwest Indiana, all Big Shoulders Fund team members contribute to the success of our work in The Region.

Big Shoulders Fund has earned a four-star rating from Charity Navigator, America’s largest evaluator of nonprofits, for 17 consecutive years, a distinction held by less than one percent of nonprofit organizations nationally.

POSITION OVERVIEW

This role is ideal for a systems-minded builder who thrives at the intersection of data, tools, and real-world workflow needs. You’ll own and optimize Big Shoulders Fund’s Airtable-centered ecosystem—designing integrations, troubleshooting issues, and building scalable solutions that power advancement and organizational operations.

Essential Job Functions (please note: this list may evolve and change over time)

• Serve as the organization’s lead builder and problem-solver across our data ecosystem, with Airtable at the core and integrations across Salesforce, Zapier, Softr, and related tools
• Diagnose and resolve system issues across platforms—for example, troubleshooting when data is not syncing correctly between Airtable and Softr, and determining whether issues require a quick fix or a structural redesign
• Design and implement workflows that connect systems end-to-end, including:
• Building forms (e.g., via Fillout or similar tools) that feed into Airtable
• Creating logic to check for existing records in Salesforce
• Automatically updating or creating contacts and associating them with campaigns in Salesforce / Account Engagement
• Audit and strengthen existing Airtable bases, integrations, and automations to ensure data integrity, clarity, and scalability
• Manage and refine how data is synced across Airtable bases—ensuring the right data flows to the right places (e.g., maintaining clean, filtered datasets for specific use cases rather than syncing entire systems indiscriminately)
• Build and maintain integrations using tools like Zapier to connect systems (e.g., website → Airtable → other platforms), while respecting source-of-truth systems and ensuring accurate data presentation
• Continuously improve the “connective tissue” across systems so that data flows efficiently, reliably, and in ways that support staff workflows
• Leverage AI tools safely and responsibly to streamline and expedite builds and/or troubleshooting

You’d be a strong match for this role if you:

• Have deep expertise in Airtable and are comfortable designing, restructuring, and optimizing complex bases
• Bring working knowledge of Zapier and Softr, with the ability to build and troubleshoot integrations across platforms
• Have experience with Salesforce and Account Engagement (Pardot), especially in managing contacts, campaigns, and data flows
• Are a builder and a troubleshooter - someone who can create an initial solution quickly, test it, identify what’s not working, and refine it without needing step-by-step instruction
• Are highly adaptable and learn new tools and systems quickly, applying them in a practical, outcomes-driven way
• Can translate real-world workflow needs into technical solutions (e.g., “we need a form that does X, Y, and Z”)
• Are comfortable operating without a fully predefined roadmap - able to assess needs, propose solutions, and iterate
• Take the time to develop a deep understanding of how systems are used within an organization, rather than just how the tools function in theory
• Communicate clearly about what is working, what isn’t, and what the next best solution is

ADDITIONAL EXPECTATIONS

• This role requires availability to work some evenings and weekends for Big Shoulders Fund events.
• The Manager, Systems Administration must also work cooperatively with Big Shoulders Fund staff in Chicago

1. and Northwest Indiana, performing other duties as assigned.

• As a member of the Big Shoulders Fund staff, the Manager, Systems Administration will attend and support the facilitation of fundraising events, service days, and other programs that further the mission of Big Shoulders Fund through its outreach to donors, communities, and schools. Additionally, the individual in this role will attend all

1. required team and organization wide meetings.

• With this being a new role, this job description is not exhaustive and will continue to evolve over time.

QUALITIES OF THE CANDIDATE WE SEEK

• A bachelor’s degree is required.
• 5-7 years of demonstrated experience in education, business, nonprofit administration, advancement operations, or a related field.
• Commitment to and passion for improving access to high‑quality, values‑based education opportunities for all children.
• Proficiency with Salesforce or comparable constituent relationship management (CRM) databases and reporting tools.
• Microsoft Office suite skills, particularly Excel with strong attention to detail and data accuracy.
• An understanding of nonprofit development principles, advancement operations, and constituent relationship management.
• Excellent organizational, analytical, and problem‑solving skills with the ability to manage multiple priorities effectively.
• Clear, concise written and verbal communication skills, including the ability to prepare reports and donor‑facing materials.
• Demonstrated ability to establish and maintain cooperative, effective working relationships across teams and with diverse stakeholders.
• Cultural sensitivity and the ability to work collaboratively with individuals from a wide range of backgrounds and perspectives.
• Highly motivated, adaptable, and service‑oriented with a strong work ethic; operates with honesty, integrity, and a positive attitude.
• Ability to work some evenings and weekends in support of Big Shoulders Fund events and donor engagement activities.

NOTE:This job description is not intended to be all-inclusive. Employees may perform other related duties to meet the ongoing needs of the organization and the students/schools it serves.