Information Services & Systems Manager

We're hiring an Information Services & Systems Manager to join our team! 
Job Description

The YMCA of Austin is a dynamic, equitable force in the community that helps people of all backgrounds improve their total well-being and quality of life. Founded in 1953 and anchored in three Central Texas counties, the Y is a $40 million community enterprise that serves nearly 100,000 people annually through eight centers. We also provide afterschool education and care at more than 70 licensed campuses in four school districts. Unlike any other organization in the region, the Austin Y has the unique ability to welcome, educate and elevate all, and is committed to creating innovative programs, places…and people. 

We believe that bringing together people with different perspectives and experiences is fundamental to developing and implementing innovative programs and ideas. We invite and encourage anyone who wants to impact the community to apply.                                         

How you will contribute to our Purpose:                                    

The Information Services & Sytems Manager is a mission-driven and analytical thinker who will help the YMCA of Austin build a strong information and data management system. You will be responsible for supporting and driving the implementation of Knowledge Management practices through content inventory, content standardization, and data organization within our new Microsoft 365 environment. You will ensure that our team can access the information they need to maximize their impact and create structures and systems through which knowledge is recorded and shared in an organized way. You will lead the development of all technical operating systems documentation and oversee the structure, content, and adoption of our information management systems and internal knowledge databases. This role provides instrumental bridging between groups and teams to link information between frontline staff, partners, and leadership.

You support the need for addressing strategic and operational opportunities, scenario mapping, and problem-solving through data by working with our teams and leadership, large data sets, and translating information into reports that leads to actionable recommendations to inform and influence operating business decisions on an ongoing basis. The role requires an understanding of metrics and the ability to develop dashboards and manage data within our Microsoft 365 environment (Power BI, Power Automate).

You will work closely with all groups and teams to support the knowledge management practices of the Association while providing project management for the OED, IT group. This role supports front-line staff, people-managers, Senior Leadership, and our Executive Team to maintain, transform, and develop OED processes and practices that enhance our community engagement and business operations. This role involves primary responsibility for the maintenance of documentation for OED, IT processes and projects, and project management of the scoping, planning, development, and implementation of practices, processes, and systems.   

Salary: $61,000 -$65,000 annual salary, depending on experience 

Rewards we offer you:

  • Full benefits package including Dental, Vision & Health Insurance 
  • Up to 48 days of PTO over vacation, holidays, personal, and sick leave 
  • Free Household Membership to facilities operated by the YMCA of Austin (worth $1,000 annually)  
  • 12% Employer-Funded Retirement Plan upon meeting eligibility
  • Learning and development workshops and trainings  
  • Career advancement opportunities  
Qualifications

What you bring to the Purpose:

You possess an entrepreneurial spirit with the ability to work strategically in a “roll up your sleeves” culture. You have the opportunity to bring your entrepreneurial spirit to develop, implement, and promote scalable information, knowledge, and data systems.

Education & Experience:

  • Microsoft Certifications are a plus
  • Previous IS experience desired
  • Understanding of systems and knowledge management needs of the YMCA of similar organizations
  • Ability to research and implement new systems and solutions
  • Data management and reporting experience
  • Bachelor's Degree in Project Management, Information Management, Information Technology, or related discipline

OR

b) In-depth knowledge and at least 3 years of experience in the development, use, and administration of Microsoft 365 technologies including SharePoint Online, OneDrive, Outlook, Teams, Planner, etc. Microsoft SharePoint and Microsoft 365.

OR

c) Any combination of education, experience, and measurable performance which demonstrates the capability to perform the duties of this position.

  • You’re a Cause-Driven Leader – You are effective at:
    • Advancing our mission and cause – providing visionary leadership to ensure resources are mobilized to adapt to new challenges and needs in the community
    • Building relationships – connecting people to the Y’s cause by developing inclusive relationships, partnerships, and collaborations to co-create solutions to pressing social needs
    • Leading operations – ensuring relevance, effectiveness, and sustainability of the organization so we can continue to fulfill our promise to the community
    • Developing and inspiring people – supporting the holistic development of self and others so everyone can embrace the Y’s cause, sustain our culture, and inspire others to action
  • You’re a self-starter – You are able to work independently and be a self‐starter as well as a strong team player with a commitment to collaboration within and outside the Strategy & Innovation Group
  • You lead by influence – You are able to have an impact on the behavior, attitudes, and choices of others 
  • You Ensure Accountability – You hold yourself and others accountable to meet commitments
  • You Cultivate Innovation – You are adept at creating new and better ways for the organization to be successful
  • You’re an Exceptional Communicator – You’re an expert at developing and delivering multi-mode communications with a wide variety of types of audiences that convey a clear understanding of the unique needs of different constituents
  • You're Organized & Productive – You are a master at planning your day and not letting distractions come in between meeting your goals
  • You Possess Organizational Savvy – You know how to maneuver comfortably through complex policy, process, and people-related organizational dynamics 

The organization has reviewed this job description to ensure that essential functions and basic duties have been included. It is not intended to be construed as an exhaustive list of all functions, responsibilities, skills, and abilities. Additional functions and requirements may be assigned by supervisors as deemed appropriate. 

The YMCA of Austin provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, national origin, age, disability, marital status, amnesty, or status as a covered veteran in accordance with applicable federal, state, and local laws. YMCA of Austin complies with applicable state and local laws governing non-discrimination in employment in every location in which we have employees. This policy applies to all terms and conditions of employment, including, but not limited to, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

Essential Functions

What are the details?

Information Systems (Microsoft) (30%)

  • Supports implementation efforts and will be responsible for the enablement of Sharepoint Communication sites and the organizing, standardizing, and migration of files to the file architecture.
  • Designs, implements and consults on Microsoft 365 solutions and Knowledge Management practices for the Information Management and Information Architecture process
  • Guides teams through content inventory process to standardize documents for organization within Microsoft 365
  • Implements and evolves a SharePoint Online intranet, including site architecture, page construction, and theming working with our consulting partners.
  • Provides instruction, coaching, and support for the use of Microsoft 365 Sharepoint sites
  • Serves as the project management lead and subject matter expert on OED: Knowledge Management projects and workshops, overseeing the work of others and being accountable for the outcome of the Information Management systems
  • Assists teams and groups to use Planner (Tasks in Teams) for agile project management
  • Coordinates across the organization, including management and staff, toward the adoption and implementation of key Microsoft 365 apps, including SharePoint Online, OneDrive, and Planner, in coordination with the Senior Director of Organizational Effectiveness and Development, Microsoft 365 adoption consultants, and our internal staff teams

Knowledge Management Practices (30%)

  • Builds reference architectures, frameworks, solutions, and how-to’s instructional documents to advance standardization within information management
  • Perform designs and implementation work that may include documentation management, taxonomy creation, template creation, and system migration
  • Develops innovative solutions for knowledge capture and sharing.
  • Collaborates with team members to understand organizational and operational challenges and emerging needs
  • Develops and implements Association-wide strategies to improve the consistent practice of transfer of knowledge across teams and roles to drive collaboration.

Systems Management (20%)

  • Leads the planning, design, and implementation of new applications and enhancements to existing applications, as well as the refinement of applications to streamline our technology footprint
  • Document and build workflows, SOPs, and processes for enterprise operations and standardize document processes
  • Project manages all projects involving SaaS, employing project management practices to ensure teams are contributing necessary information, on time and within budgeting scope
  • Keeps up-to-date on the latest applications of information systems and technology, particularly within Microsoft 365 and the YMCA network, continuously seeking to innovate and assess best practices

Data Reporting (20%)

  • Assist in the development of data governance processes which involves documentation and implementation of high-quality data processes, policies, and procedures that lend to data-driven decision-making practices
  • Implements and oversee the use of Power BI and Power Automate practices within the Association with IT and partner support and collaboration
  • Develops test plans and environments for functionality testing and integrity testing for data reporting solutions
  • Provides leadership in the system deficiencies and identifies problems and solutions for corrective action in the needs of users for data reporting and analysis

Other duties as assigned 

The organization has reviewed this job description to ensure that essential functions and basic duties have been included. It is not intended to be construed as an exhaustive list of all functions, responsibilities, skills, and abilities. Additional functions and requirements may be assigned by supervisors as deemed appropriate. 

The YMCA of Austin provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, national origin, age, disability, marital status, amnesty, or status as a covered veteran in accordance with applicable federal, state, and local laws. YMCA of Austin complies with applicable state and local laws governing non-discrimination in employment in every location in which we have employees. This policy applies to all terms and conditions of employment, including, but not limited to, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.