Part Time IT Systems & Operations

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

Bridge to Enter Advanced Mathematics (BEAM), a project of the Art of Problem Solving Initiative, Inc., is seeking an IT Systems & Operations Assistant to support the operations of our IT department for approximately 25 hours per week. The IT Systems & Operations Assistant role is a dynamic position that supports BEAM’s operations by providing assistance with security and compliance, systems administration, and tech and user support.

The IT Systems & Operations Assistant role at BEAM is a great opportunity for someone looking to gain experience and insight into cybersecurity, tech operations, and data management. We are committed to professional development and provide feedback to individuals in this position to support their growth.

KEY DUTIES AND RESPONSIBILITIES

Tech Support & Program Operations (80%)

• Onboarding and Offboarding:
  • Support the onboarding and offboarding process for regular and seasonal employees by procuring and preparing necessary BEAM-issued technology (laptops and accessories).
  • Configure laptops with cybersecurity and device monitoring tools.
  • Provision access to enterprise applications such as but not limited to: Asana, Dropbox, Google Workspace, etc.
  • Support the IT team with new hire enterprise systems training
  • Manage user onboarding and offboarding for Slack and RingCentral, ensuring timely and accurate access provisioning
  • Provide user support and access management for TalentLMS, including enrollment in mandatory trainings Mandated Reporter and Harassment Prevention
• End-User Technical Support:
  • Provide technical support for BEAM-issued laptops and enterprise systems (e.g., Dropbox, Google Workspace, Miro, Slack), including troubleshooting hardware/software issues, login problems, and access requests
  • Manage support tickets through Mojo Helpdesk, ensuring timely resolution, clear communication, and thorough documentation; escalate complex or urgent issues to the Director, IT Systems & Operations
  • Maintain proper user permissions and data access, promoting best practices in system usage and data management
  • Monitor system outages and vendor status updates via official channels and trackers like downdetector.com
  • Ensure devices and systems are updated with the latest security patches and features
  • Communicate system updates, feature rollouts, and process changes to users in a clear and timely manner
• Telecommunication Management
  • Configure and update RingCentral’s IVR (Interactive Voice Response) system, including call routing and ring groups
  • Collaborate with the Programs department to develop and implement seasonal IVR prompts in both English and Spanish for summer and year-round programs
  • Maintain the organization’s phone directory, ensuring accuracy and accessibility for all staff
  • Monitor and ensure SMS usage remains compliant with current industry regulations and standards (e.g., 10DLC requirements)
• Training and Documentation
  • Assist with the creation and maintenance of user-friendly documentation, FAQs, and knowledge articles to support end user usage of technology
  • 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
• Summer Program Operations
  • Assist with creation and access management for Google Groups used by program staff and participants
  • Set up and manage Slack workspaces and permissions for each summer site to ensure effective communication
  • Support travel logistics by configuring access to TravelPerk, setting up trip approval workflows, and assigning cost centers
  • Create and manage Lyft Passes for airport transfers and other travel needs
  • Assist with granting access to purchasing platforms, including Amazon Business and ezCater, for program-related orders and catering needs

Security and Compliance (20%)

• Monitor security measures 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

QUALIFICATIONS

Above all, we're looking for people passionate about BEAM's work and impact. It is much more important to us to hire someone with the right approach than someone with a particular background. That said, we are looking for the following qualifications:

The ideal candidate has:

• 1-2 years of experience in IT support or operations coordination, ideally in a remote or nonprofit environment
• 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 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 basic cybersecurity principles, especially in SaaS environments

Significant pluses may include:

• Experience using a ticketing system such as Mojo Helpdesk
• Familiarity with onboarding and offboarding processes (e.g. account setup and deactivation)
• Ability to create or update user-friendly how-to guides and documentation
• Experience working in a seasonal, education-based, or nonprofit program environment
• Bilingual (English/Spanish) or experience supporting bilingual users
• Familiarity with data privacy considerations (e.g., FERPA or similar standards)
• Ability to interpret and clearly communicate basic technical information to non-technical users