Business Systems Administrator

Role Overview

We are seeking a Business Systems Administrator to serve as a hands-on owner of Teachstone’s business systems, supporting the day-to-day operation, maintenance, and improvement of our systems landscape.

This role is responsible for building, configuring, and maintaining systems (with a strong focus on Airtable), supporting users directly, and ensuring systems operate reliably and efficiently. While the role partners with stakeholders to understand business needs, the primary expectation is execution - translating needs into working system solutions, not just documenting requirements.

A core focus of this role is establishing and maintaining clean, scalable, and well-structured systems, including data organization, naming conventions, validation rules, and workflows that support reporting accuracy and operational efficiency.

In addition to systems administration, this role provides backup IT support and supports system renewals and vendor coordination to ensure continuity, cost discipline, and strong system performance across Teachstone’s ecosystem.

This position requires a practical, detail-oriented operator who is comfortable working across systems, data, and basic IT support, and who takes ownership of keeping systems functional, organized, and continuously improving.

Why This Role Matters for Teachstone

Teachstone operates in a highly cross-functional, systems-driven environment where our ability to deliver high-quality services and scale effectively depends on how well our systems function day-to-day.

The Business Systems Administrator plays a critical role in:

• Keeping systems running reliably and efficiently
• Strengthening data quality through consistent system structure and usage
• Reducing operational friction through hands-on system improvements
• Supporting team productivity through responsive user support
• Ensuring tools are well-managed, cost-effective, and aligned to business needs

By directly maintaining and improving systems, this role ensures teams can focus on delivering value to educators and partners rather than navigating system challenges.

This role is essential to building a scalable, well-maintained, and user-friendly systems environment that supports Teachstone’s growth and operational effectiveness.

Key ResponsibilitiesSystems Administration & Airtable Ownership

• Own day-to-day administration of key business systems, with a strong focus on Airtable
• Build, maintain, and optimize Airtable bases, including:
  • Table structures, relationships, and views
  • Automations and workflows
  • Data validation and field configurations
• Configure and maintain other business systems (e.g., contract management, document management, etc.)
• Manage user access, permissions, and basic system configurations
• Troubleshoot system issues and resolve them directly where possible
• Ensure systems are clean, organized, scalable, and well-documented

Hands-On System Build & Improvement

• Translate business needs into working system configurations and solutions
• Implement workflow improvements directly within systems
• Identify inefficiencies and address them through automation, configuration, or process changes
• Standardize data structures, naming conventions, and input practices across systems
• Support integrations and data flow between systems where needed
• Maintain data quality by enforcing structured inputs and consistent system design

User Support & Enablement

• Serve as a primary point of contact for system-related questions and troubleshooting
• Provide responsive, practical support to users across teams
• Create and maintain lightweight documentation, how-to guides, and training materials
• Help drive system adoption through hands-on support and guidance

Systems Renewals & Vendor Coordination

• Support the management of software renewals, including tracking renewal dates, license counts, usage, and contract terms.
• Partner with Finance, IT, and system owners to support renewal planning, usage reviews, and vendor communications.
• Help ensure systems are appropriately licensed, cost-effective, and aligned with business needs.
• Maintain accurate records of system ownership, contracts, and renewal timelines.

Basic IT Support & Operational Coordination

• Provide backup support for tier-one and tier-two IT needs, including:
  • User access and account issues
  • Basic hardware and software troubleshooting
  • Onboarding and offboarding system setup
• Escalate complex issues to IT specialists or vendors as needed
• Support IT documentation, workflows, and service request processes
• Help ensure continuity of support across systems and tools

Systems Renewals & Vendor Coordination

• Track software renewals, license usage, and system ownership
• Support renewal planning and vendor coordination with Finance and IT
• Help ensure systems are appropriately licensed and cost-effective
• Maintain accurate records of contracts, licenses, and renewal timelines

Continuous Improvement & Cross-Functional Support

• Identify opportunities to improve system performance, usability, and adoption
• Contribute to standardization of system structures and processes
• Support cross-functional initiatives that span systems, data, and operational workflows
• Reduce manual work through automation and improved system design

Qualifications

• Bachelor’s degree in Business Administration, Information Systems, Computer Science, or equivalent experience.
• 3–5 years of experience in systems administration, business systems support, or a similar hands-on role
• Demonstrated experience building and maintaining Airtable bases (required)
• Experience administering SaaS platforms (e.g., CRM, LMS, finance, or collaboration tools)
• Proven ability to implement solutions directly in systems, not just document requirements
• Basic IT support experience, including user access management and troubleshooting
• Strong analytical, organizational, and problem-solving skills
• Clear communicator with the ability to support both technical and non-technical users.
• Comfortable managing multiple priorities in a fast-paced, cross-functional environment.
  Familiarity with Agile or iterative delivery methods is a plus
• Experience with Google workspace tools and automations a plus
• Familiarity with Agile or iterative delivery methods a plus

What We Offer:

Fair, Competitive Pay: We ensure equal pay for equal work, using consistent salary bands based on market benchmarks, reviewed annually. Prior salaries, negotiation skills, or fear of conflict don’t influence your pay.
Salary Range: $70,000-85,000, determined by your experience and skills.
Comprehensive Benefits: Medical/dental, 401(k), PTO, insurance, development opportunities. Details provided at offer. Eligibility depends on your role and employment status.

Ready to Make a Difference?
At Teachstone, we believe that every interaction shapes a brighter future. If you're passionate about transforming education and want to be part of a team that's committed to meaningful impact, we want to hear from you. Apply today and help us create classrooms where every child thrives!

At Teachstone, we encourage all individuals to apply and bring their unique perspectives to our team. All qualified applicants will receive consideration for employment without regard to race, color, religion, national origin, sex, gender, gender identity, sexual orientation, protected veteran status, disability, age, or any other characteristic protected by law. We value the different experiences and ideas our team members bring and believe they are essential to solving complex challenges and driving our mission forward.