Systems & Data Manager

Job Description

Job Description

Position: Systems & Data Manager

Location: Bridgeport, CT

FMLA Status: Exempt

Reports to: COO

Make systems work smarter-so staff can focus on what matters most: serving youth and families.

Wakeman Boys & Girls Club is seeking a highly organized, system-oriented leader to serve as our Systems & Data Manager. This role is critical to strengthening how our organization operates across multiple sites by improving systems, streamlining processes, and ensuring data is accurate, accessible, and actionable. Ultimately, this role helps reduce administrative burden on staff and creates more time and clarity for high-quality program delivery. This is a hands-on, cross-functional role focused on building, integrating, and improving the systems and processes that support daily operations. You will partner closely with leadership and staff to ensure tools and workflows are aligned, efficient, and effectively used across the organization.

Core Competencies

• Systems thinker with strong attention to detail
• Highly organized and process-driven
• Strong communicator and collaborator
• Data-informed and solutions-oriented
• Adaptable in a fast-paced, evolving environment

Position Summary:

The Systems & Data Manager leads the development, integration, and continuous improvement of organizational systems and data processes. This role ensures that staff across all sites can effectively use systems and data to support programs, operations, and decision-making. Working closely with the COO, CEO, and Sr. Leadership team, this position focuses on:

• Strengthening internal systems and workflows
• Improving data consistency and reporting
• Supporting cross-department coordination
• Driving adoption and effective use of tools

This role does not set organizational strategy but instead ensures that systems and processes are in place to effectively support organizational priorities and growth.

Key Responsibilities

Systems & Data Management

• Maintain and optimize organizational systems, including MS Office 365, SharePoint and internal platforms
• Partner with the Database Administrator to support data integrity across:
• Membership
• Programs and attendance
• Donor CRM
• Volunteer tracking
• Develop dashboards and reports to support leadership decision-making
• Identify gaps in systems and recommend practical improvements
• Support and coordinate implementation of new tools and system enhancements in partnership with relevant teams.

Process Improvement & Operational Efficiency

• Document and maintain standard operating procedures (SOPs)
• Improve workflows to increase consistency and efficiency across sites
• Support organization-wide alignment of processes and systems
• Assist the COO in implementing systems that strengthen scalability

Systems Implementation & Adoption

• Work across depts (Programs, Operations, Development, Finance) to align systems with operational needs
• Lead the rollout and implementation of systems and process improvements across all sites
• Train, support, and equip staff to use systems effectively in their day-to-day work
• Drive adoption of tools and standardized practices across all locations
• Monitor system usage and adoption, addressing gaps and inconsistencies
• Partner with Unit Executive Directors to reinforce expectations and ensure consistent application at the site level
• Serve as a key connector between teams to resolve system and process challenges
• Adjust systems and processes based on real-world feedback to ensure usability and effectiveness

Volunteer Coordination

• Manage volunteer onboarding, placement, and tracking
• Ensure compliance with background checks and required documentation
• Coordinate with program teams to align volunteer support with needs

Fundraising & Development Support

• Support donor database management in coordination with the CDO
• Generate donor acknowledgments and reports
• Assist with events, campaigns, and grant tracking
• Maintain fundraising calendars and timelines

Executive & Organizational Support

• Provide high-level administrative support to the CEO
• Support meeting preparation, scheduling, and follow-up
• Assist with board reporting and materials
• Help track and coordinate key organizational priorities

Required Qualifications

• 5+ years of experience in operations, systems, data, or nonprofit administration
• Strong experience with systems such as Microsoft 365, SharePoint, CRMs, or similar tools
• Demonstrated ability to improve processes and workflows
• Experience working across multiple teams or departments
• Strong project management and organizational skills
• High attention to detail and ability to manage competing priorities
• Experience in nonprofit, education, or youth-serving organizations preferred

Work Environment & Requirements

• Ability to work flexible hours, including occasional evenings/weekends
• Comfortable in a fast-paced, mission-driven environment
• Willingness to travel between clubhouse locations
• Ability to lift light materials (under 20 lbs.) and engage in program environments as needed

Compensation & Benefits Salary Range: $55,000–$70,000 (based on experience) Benefits Include:

• 100% employer-paid medical, dental, and vision
• Life insurance and long-term disability
• 10% retirement contribution (after eligibility period)
• Generous PTO and 11 paid holidays
• Program discounts
• Hybrid work options available, with expectations for on-site collaboration and engagement across Clubhouse locations

Ready to Build Systems That Strengthen Impact?

If you are energized by improving systems, solving operational challenges, and helping teams work more effectively, this is an opportunity to make a meaningful difference. Join us in strengthening the systems that support youth and families every day.