Systems Administrator

Position Summary

The Massachusetts Science & Engineering Fair (MSEF) supports middle and high school students and their teachers engaged in independent science and engineering research. Through science fairs and related programs, students build critical thinking and problem-solving skills while exploring solutions to local and global challenges. MSEF believes that all students should have access to meaningful STEM experiences and opportunities to pursue their curiosity and showcase their ideas.

The Systems Administrator serves as the technology and operations backbone of this mission. By designing, maintaining, and improving the systems that support students, educators, volunteers, judges, families, and regional partners, this role helps ensure that participation in MSEF programs is accessible, efficient, and impactful.

This position is responsible for the administration, optimization, and integration of organizational platforms including zFairs databases, Little Green Light CRM, as well as communications systems, document management tools, and program workflows. The Systems Administrator works across all areas of the organization to create scalable processes, maintain data integrity and security, support stakeholder engagement, and generate insights that strengthen program delivery and organizational growth.

While highly systems-oriented and operational in nature, success in this role is measured by more than technology performance. Success means enabling more students to participate in research experiences, helping volunteers and educators engage effectively, reducing barriers to participation, and ensuring that organizational systems support MSEF's broader educational and social impact goals.

Key Responsibilities

Systems Leadership and Organizational Infrastructure

• • Serve as the primary administrator and strategic owner of organizational systems that support student programs, volunteer engagement, event management, communications, and constituent relationship management.
  • Develop and maintain systems, processes, and workflows that improve organizational effectiveness and create positive experiences for participants and stakeholders.
  • Identify opportunities for automation, integration, and continuous improvement that increase capacity and reduce administrative burden.
  • Ensure technology platforms align with evolving programmatic, operational, and strategic goals.

Mission-Centered Stakeholder Support

• • Partner with educators, volunteers, students, families, regional leaders, and staff to ensure systems are accessible, user-friendly, and responsive to stakeholder needs.
  • Develop training, documentation, and support resources that empower users with varying levels of technical experience.
  • Analyze participation patterns, user feedback, and operational data to identify barriers to participation and opportunities to improve access and engagement.
  • Serve as a connector between technology systems and program outcomes, ensuring that operational decisions support MSEF's mission and values.

Data, Reporting, and Strategic Insights

• • Maintain reliable and accurate data systems that support program management, organizational decision-making, development activities, and impact measurement.
  • Generate reporting and analysis that inform strategic planning, program improvement, participant recruitment, volunteer engagement, and stakeholder retention.
  • Monitor trends in participation, registration, project submissions, volunteer engagement, and system utilization to support long-term organizational growth.
  • Translate operational data into actionable insights for organizational leadership. This aligns with MSEF's emphasis on using data and trend analysis to drive organizational decisions and program improvements.

Program Administration

• • Lead the administration and continuous improvement of systems that support statewide (and sometimes regional) science fairs, Scientific Review Committee (SRC) processes, and International Science and Engineering Fair (ISEF) participation.
  • Ensure technology systems effectively support student participation, reviewer and judge duties, volunteer management, communications, and event operations.
  • Develop repeatable and scalable processes that promote consistency, quality, and a positive participant experience across programs.

Organizational Operations and Collaboration

• • Support the organization's use of CRM, communications, document management, and financial systems.
  • Contribute to knowledge management, information governance, and organizational efficiency initiatives.
  • As part of a small, collaborative nonprofit team, provide operational support across functional areas and contribute to organizational problem-solving and innovation. MSEF emphasizes teamwork and cross-functional support in a remote environment.

What Success Looks Like

• • Technology systems that reliably support thousands of students, educators, judges, volunteers, and partners annually.
  • Improved stakeholder experiences through streamlined processes, clear communications, and effective training.
  • Increased efficiency, consistency, and scalability across programs and events.
  • Actionable data and reporting that inform strategic decisions and program growth.
  • Strong adoption and effective use of organizational systems across stakeholder groups.
  • Reduced barriers to participation and improved access to science research opportunities for students throughout Massachusetts.
  • Systems and processes that help advance MSEF's goal of expanding participation in STEM learning experiences and supporting the next generation of innovators and problem-solvers.

Ideal Candidate

• • Believes that all students can find a place for themselves in STEM and is energized by mission-driven work.
  • Enjoys building systems that help people succeed.
  • Sees technology as a tool for expanding access, improving experiences, and strengthening organizational impact.
  • Is equally comfortable working with data, processes, and people.
  • Thrives in a collaborative environment and enjoys solving complex operational challenges.
  • Approaches systems administration through the lens of service, continuous improvement, and stakeholder success.

MSEF is a small non-profit with a rich history and strong links to education, industry and academia. This position will be one of 6 staff. MSEF does not have an office and operates as a remote organization. All candidates must be amenable to working remotely full time and be available to meet periodically in person, attend events across the state, as well as local/regional convenings. Given local events, meetings, and relationship building, candidates must:

• • Be based in Massachusetts
  • Hold a valid driver’s license
  • Be able to travel statewide throughout the year (1-2x a month)
  • Be able to support occasional evenings/weekends for fairs, trainings, and events, particularly late February through mid-May.

MSEF is an equal opportunity employer and is committed to building a culturally diverse, equitable, and inclusive team. We encourage applicants from a broad spectrum of backgrounds to apply. Applications will be reviewed as they are received. Start date is flexible.

Partial health insurance reimbursement, and the opportunity to contribute to a retirement plan with a

match (after 1 year). MSEF will provide and/or reimburse for technology needed to support a remote

work environment.