Data Systems Administrator

Position Summary

The Data Systems Administrator supports the software and data systems that keep Foundation Communities operating across departments. This position helps administer, document, secure, and improve major systems and the connections between them, including access, data handoffs, vendor relationships, reporting support, and cross-department workflows.

The role is broader than any single department or platform. Accounting and HR systems are included, but the position also supports organization-wide systems used for property operations, resident services, compliance, fundraising, procurement, reporting, collaboration, and related business functions.

Systems Supported

• Supported systems may include ADP, Raiser’s Edge, ETO, Fortress, Sage, ProcureDesk, Microsoft 365/SharePoint, and other departmental, property, compliance, procurement, reporting, collaboration, or vendor-managed data systems. This list is illustrative only and is not exact, complete, or permanent.

Essential Job Functions

• Enterprise systems administration:Administer assigned software platforms, including user setup, permissions, role changes, configuration updates, licensing, troubleshooting, vendor escalation, and routine system support.
• Staff lifecycle support:Coordinate system access for staff onboarding, role changes, and exits in partnership with HR, supervisors, department system owners, and IT. Ensure access is timely, appropriate, and removed when no longer needed.
• Process and system documentation:Document the systems this position supports, including process steps, system ownership, role and permission guidance, onboarding/offboarding procedures, integration notes, vendor contacts, recurring support steps, and user-facing quick guides.
• Integrations and data handoffs:Identify, document, and help monitor how data moves between systems, including APIs, imports/exports, vendor connectors, reports, spreadsheets, scheduled jobs, and manual handoffs. Coordinate fixes when recurring problems occur.
• Contracts, licenses, and renewals:Track software contracts, vendor contacts, renewal dates, license counts, assigned licenses, support terms, and pricing information. Support renewals, negotiation preparation, cost-savings reviews, and identification of unused or underused licenses.
• Software review and governance:Assist with review of new software requests by assessing business need, overlap with existing tools, integration needs, data ownership, security considerations, reporting needs, licensing impact, and long-term support requirements.
• Cross-training and team coverage:Share documentation and train IT teammates on critical support tasks so key systems have backup coverage and support does not depend on one person.
• Reporting and data quality support:Help departments access reports, saved searches, exports, and system-generated data while supporting improvements to reduce duplicate, incomplete, inconsistent, or unreliable data.
• Vendor and stakeholder coordination:Serve as a practical coordination point between IT, department leaders, end users, and vendors. Track open issues, clarify next steps, document resolutions, and help define support ownership.
• Training and user support:Create practical guidance and provide group or one-on-one support so staff can use systems correctly and follow approved processes.
• Security and compliance:Follow least-privilege access practices, support access reviews, protect confidential information, and help systems align with organizational policies, internal controls, audit needs, and data security standards.

Qualifications and Requirements

• Bachelor’s degree in Information Technology, Information Systems, Computer Science, Business Administration, Accounting, Finance, Data Management, or a related discipline preferred. Relevant experience may be substituted for education.
• 3 to 5 years of experience administering, supporting, implementing, or improving enterprise applications, SaaS platforms, HRIS, ERP, fundraising, procurement, reporting, program, or other business-critical data systems preferred.

• Experience with user access management, system configuration, reporting, vendor coordination, renewals, license tracking, implementation support, integrations, data imports/exports, APIs, or cross-functional workflows preferred.
• Ability to document complex systems and processes clearly enough for end users and IT teammates to follow.
• Strong analytical, organizational, customer-service, and communication skills, with the ability to manage priorities across departments.
• Working knowledge of Microsoft 365, SharePoint, identity and access concepts, ticketing systems, reporting tools, databases, SQL, APIs, or low-code automation platforms preferred.
• Basic understanding of nonprofit operations, accounting, HR, resident services, property management, compliance, procurement, or fundraising systems preferred.
• Commitment to data security, confidentiality, least-privilege access, and responsible handling of sensitive organizational information.
• Access to reliable transportation required.

Preferred Knowledge, Skills, and Abilities

• Comfort working with department system owners and clarifying shared responsibilities between IT, vendors, and business teams.
• Ability to build inventories, trackers, process maps, and support documentation from incomplete or decentralized information.
• Experience supporting system implementations, testing, training, issue tracking, and post-launch stabilization.
• Ability to recommend process, configuration, training, licensing, or vendor-support improvements based on recurring issues.
• Service-focused approach with strong attention to detail and interest in continuous improvement.

Physical Demands/Work Environment

Work is mildly active in nature requiring standing and walking for up to 30% of the time. Some work is performed within an office environment, with standard office equipment available.

Ability to work in all types of climate atmospheres, including hot and cold temperatures and wet environments, both inside and outside, when visiting properties or supporting on-site systems.

Travel is required to Foundation Communities locations in the Austin area, with occasional trips to North Texas properties. Evening and weekend hours may be required occasionally for upgrades, projects, incidents, or scheduled maintenance.

General office-based demands include remaining in a seated position with occasional standing and walking. Must be able to lift up to approximately 50 pounds at a time.