Systems & Operations Specialist

Systems & Operations Specialist

Team: Operations

Reports to: Director of Operations

Employment Status: Full time/exempt

Salary: $71,431

Location: This position is based in our headquarters in New York City, with occasional travel to our regional offices across New York State. This position is mostly on-site, with a requirement of being in the office 4 days per week and remote 1 day per week.

About the Organization

The New York Immigration Coalition (NYIC) is an umbrella policy and advocacy organization for nearly 200 groups in New York State. We envision a New York state that is stronger because all people are welcome, treated fairly, and given the chance to pursue their dreams. Our mission is to unite immigrants, members, & allies so all New Yorkers can thrive. We represent the collective interests of New York's diverse immigrant communities and organizations and devise solutions to advance them; advocate for laws, policies, and programs that lead to justice and opportunity for all immigrant groups; and build the power of immigrants and the organizations that serve them to ensure their sustainability, to improve people's lives, and to strengthen our state.

Our organizational values: Inclusive & Representative; Fair & Just; Accountable & Trusted.

Position Overview

The Systems & Operations Specialist plays a key role in the Operations team, overseeing the NYIC's technology infrastructure and ensuring each facility is equipped for a productive workday. This position focuses on IT project coordination, vendor management, and staff support across regional offices, ensuring access to the necessary tools and systems. Responsibilities include managing IT and operational initiatives such as Salesforce enhancements, new software implementation, cybersecurity improvements, and facility coordination. The ideal candidate will work closely with operations, administrative, and program teams, as well as external consultants, to maintain efficient, secure, and sustainable organizational systems.

Responsibilities include, but are not limited to:

IT Project Coordination & Vendor Management (50%-75%)

• Support and coordinate IT projects, including Salesforce improvements, software implementations, and process automation.
• Track project timelines, ensure stakeholder engagement, and provide updates to leadership.
• Act as the primary liaison between NYIC and IT vendors, including Salesforce consultants, software providers, and our managed IT services partner, Ascendant.
• Assist in identifying and implementing cybersecurity best practices in collaboration with vendors.
• Collaborate with staff to ensure seamless adoption of new technologies by coordinating trainings and super-user support groups.
• Maintain and update IT asset management software, ensuring accurate tracking of hardware and software inventory.
• Support IT onboarding and offboarding processes, ensuring smooth technology transitions for new and departing employees.
• Troubleshoot basic IT issues and escalate complex problems to appropriate vendors or internal teams.

General Operations (25-50%)

• Maintain workstations across each regional office, ensuring staff have functional equipment and necessary hardware configurations.
• Work with Department leadership to develop and implement policies for facilities management and IT system use, ensuring compliance with relevant regulations and best practices.
• Assist with office upgrade projects, and oversee the implementation of IT systems across each location.
• Occasionally carry and move materials, including computer equipment and hardware, weighing up to 50 lbs.

Qualifications

• A minimum of 3 years of experience in IT coordination, systems administration, operations, or project management, preferably in a nonprofit or multi-location setting.
• Experience managing IT and operational projects, including software implementations, system improvements, and facilities-related initiatives.
• Familiarity with Salesforce and other workplace software tools, as well as general office operations, such as vendor coordination, facilities management, and workspace logistics.
• Knowledge of cybersecurity best practices and IT asset management.
• Strong organizational, communication, and problem-solving skills, with the ability to manage multiple projects and priorities.
• Experience developing and implementing operational policies related to IT systems, facilities, and workplace technology.
• Ability to train and support non-technical staff in adopting digital tools and improving operational workflows.
• Experience managing vendor relationships across IT, facilities, and other operational services.
• Willingness to assist with office setup, equipment distribution, and other hands-on operational tasks as needed.

Salary: $71,431**

**The NYIC has a transparent and equitable salary structure. Starting salaries for each position are set in advance with no room for negotiation.

In addition to a competitive salary, NYIC offers a full benefit plan, paid sick time, unlimited vacation leave, commuter benefits and a comprehensive retirement plan.

How to Apply

Interested candidates should submit a resume and a cover letter outlining their interest in the position, relevant experience, and how they can contribute to our organization's mission. Applications will be reviewed on a rolling basis, and we are looking for someone to begin as soon as possible.

Deadline: March 20, 2025

All qualified applicants will be afforded equal employment opportunities without discrimination based on race, creed, color, national origin, immigration status or citizenship, sex, age, disability or marital status.