Information Technology & Operations Systems VISTA

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Information Technology & Operations Systems VISTA

Saint Paul, MN, US

Salary Range: $24,962.00 To $44,692.00 Annually

VISTA Assignment Description

TITLE : Information Technology & Operations Systems VISTA with The Sanneh Foundation

SPONSORING ORGANIZATION: The Sanneh Foundation (TSF)

GOAL STATEMENT: The Sanneh Foundation (TSF) is a Minnesota-based 501(c)(3) organization dedicated to empowering youth and strengthening communities through holistic programming. TSF’s mission is to support educational attainment, improve physical health, and promote social and emotional well-being. The Sanneh Information Technology VISTA will develop systems to improve internal IT processes and data security and organization at The Sanneh Foundation. As a result of the VISTAs service, TSF will have improved access to program files and awareness of information and technology tools for staff and volunteers. This will result in improved onboarding and an increase in both workload efficiency and transfer institutional knowledge for new and existing staff.

OBJECTIVES of the ASSIGNMENT: (09/22/2025 - 08/26/2026)

Develop an in-depth understanding of the mission and services offered by TSF and the software and IT Systems used by TSF Staff and volunteers as they relate to effective programming and capacity of staff to carry out direct service or internal roles.

Step 1 : Learn the history of Sanneh’s core programs and events. Review Current Technology Systems as they relate to these programs and events. Become familiar with Sanneh’s IT processes and existing STEM curricula and program models at Conway Community Center and the Sanneh Foundation’s offices.

Step 2 : Understand existing technology programs and resources available to TSF Staff and volunteers. Learn software and hardware systems frequently used. Review existing training materials and guides.

Step 3: Assess gaps in technology tools and capacity of staff through careful and intentional observation of workflow and program operations. Create a IT assessment of technology based tasks and any inefficiencies and areas for improvement.

Step 4 : Meet regularly with the Site Supervisors to discuss capacity gaps and collaborate on developing solutions. Attend Technology Committee meetings and Sanneh Safety meetings to document and observe upcoming technology changes or issues as they relate to VISTA project.

Step 5 : Identify and participate in professional development opportunities related to gaps in technology systems and AI tools applicable to the project.

OBJECTIVES of the ASSIGNMENT (09/22/2025 - 08/26/2026)

Oversee an audit, standardization, and restructuring of The Sanneh Foundation’s Google Drive file storage system to improve organization, security, and data governance.

Step 1 : Conduct a comprehensive audit and stakeholder needs assessment: Interview department heads and staff to inventory existing Drive folders, assess current permission levels, identify duplicate/redundant files, and map pain points in daily file retrieval.

Step 2 : Collaborate with IT & Operations Staff to propose a unified directory architecture (e.g., standard folder hierarchies, strict naming conventions, and file-tagging rules) tailored to Sanneh's program areas. Meet with Leadership and staff to receive and document input and proposed changes.

Step 3 : Establish access control and data security policies: Define role-based permissions (Viewer, Commenter, Editor) to protect sensitive client and organizational data, ensuring alignment with privacy best practices.

Step 4 : Partner with key staff to archive legacy or duplicate files and systematically migrate active documents into the new standardized Google Drive structure.

Step 5: Document the new file structure, naming conventions, and permission request procedures in an accessible, step-by-step user manual or video tutorial for staff.

Step 6 : Host staff training and gathering feedback: Facilitate interactive training sessions for current staff on navigating and maintaining the new system, incorporating user feedback to refine the system.

Step 7 : Meet regularly with Department leaders to review files and document those to archive and which to save and rename. Train TSF staff and VISTAs on rubric “decision tree” for identifying useful files and sorting processes.

Step 8 : Formulate clear guidelines for end-of-project wrap-ups, outlining how staff should document, tag, and archive future project deliverables to prevent data loss.

Step 9 : Migrate files into the new system, documenting which to feed into a digital archive and knowledge base or training guides for new staff.

OBJECTIVES of the ASSIGNMENT : (09/22/2025 - 08/26/2026)

Research AI Tools and their application and uses in relation to TSF programming and capacity needs. Propose how to build an accessible central knowledge base to capture institutional memory and streamline staff onboarding around IT Systems and AI Technologies.

Step 1: Locate and evaluate previous program documentation, templates, reports, and legacy media across local servers, old drives, and staff accounts.

Step 2: Review Sanneh Intranet and systems, identifying opportunities for improvement and areas of success based on user feedback. Review NotebookLM for Operations and observe current AI tools and their uses by TSF Staff.

Step 3: Research and interview other similar nonprofits about their centralized internal portals and AI Tools. Compile findings into a list of recommendations for review by the IT and Operations team complete with cost, data security, application recommendations, and strengths and weaknesses of the tools.

Step 4 : Assemble existing or support creation of key orientation materials, software guides, SOPs, and “Who to Ask” quick-reference sheets into a dedicated onboarding folder for new employees and volunteers through collaboration with other VISTAs and TSF staff.

Step 5 : Test the proposed knowledge base system with incoming staff or volunteers to measure ease of navigation and identify gaps in institutional knowledge and AI tool comprehension.

Step 6: Set up quarterly audit reminders and train a permanent staff liaison to review permissions, archive outdated files, and keep the knowledge base up to date long-term.

Step 7: Work with direct service staff to co-create a teaching toolkit to help sustain and expand IT and AI literacy efforts and system improvements that includes a program plan for nonformal educational programs and learning around IT.

AmeriCorps members and AmeriCorps Seniors volunteers receive benefits during and after their service as they make a difference across America. This includes loan forbearance, professional development, and for those with children under 13, an Americorps childcare benefit. AmeriCorps compensation does not count as income for Social Security benefits. (continued next page)

Pay rate - $957.46 bi-weekly (before taxes). Segal Education Award - $7,395 (before taxes, based on Pell Grant) is distributed via MyAmeriCorps.gov following a full term of service.

Pass a national service criminal history check

Hold one of the following citizenship statuses: U.S. citizen, U.S. National, Lawful Permanent Resident Aliens and persons residing in a state that have the following legal residency classifications: Refugee, asylum or asylee, temporary protected status, or deferred action for childhood arrivals (DACA) status.

Physical Demandsand other notice

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Must be able to lift up to ten pounds. Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a keyboard; and to verbally communicate to exchange information. VISION: See in the normal visual range with or without correction. HEARING: Hear in the normal audio range with or without correction.

The above is intended to describe the general content and requirements for the performance of this job. This position description is not to be construed as an exhaustive statement of duties, responsibilities or requirements