Systems & Infrastructure Specialist (STEAM School Operations & Automation) Overview

We are seeking a highly organized, tech-savvy Systems & Infrastructure Specialist to help build and manage the operational backbone of a growing private STEAM school based in Jacksonville, Florida.

This role is critical in helping us design, implement, and maintain the systems that support student enrollment, communication, financial tracking, and daily operations. You will work directly with leadership to create a streamlined, automated, and scalable environment.

This is not a basic VA role — we are looking for someone who can think, build, and improve systems.

Key Responsibilities
1. Systems & Infrastructure Development
Build and organize internal systems for school operations
Create workflows for enrollment, admissions, and onboarding
Develop dashboards and trackers for student data, attendance, and performance
Ensure all systems are structured, documented, and scalable
2. Automation & Integration
Set up and manage automations between platforms (CRM, email, forms, etc.)
Connect systems such as:
Student Information Systems (SIS)
CRM tools (GoHighLevel, etc.)
Payment platforms
Google Workspace / Microsoft tools
Reduce manual processes through smart automation
3. Enrollment & Admissions Workflow
Build intake forms and enrollment funnels
Automate follow-ups for prospective families
Ensure smooth transition from inquiry ? application ? enrollment
Integrate with platforms like GradeLink (or similar SIS)
4. Communication Systems
Set up email and SMS communication workflows
Build templates for parent communication
Organize internal communication tools (Teams, Slack, etc.)
Assist with AI-driven communication tools if applicable
5. Financial & Operational Support
Assist in structuring systems for tuition tracking and reporting
Support integration with accounting tools (QuickBooks Online preferred)
Help organize reporting dashboards for leadership
6. Documentation & SOP Creation
Create step-by-step SOPs for all systems built
Ensure processes are easy for staff to follow
Maintain organized documentation for future scaling
Required Skills & Experience
Strong experience with automation tools (Zapier, GoHighLevel, etc.)
Experience with CRM systems and workflow building
Familiarity with Google Workspace / Microsoft 365
Ability to create organized systems, dashboards, and trackers
Experience integrating multiple platforms
Strong problem-solving and process-thinking skills
Excellent written English and communication skills
Preferred (Not Required, But a Plus)
Experience working with schools or educational organizations
Familiarity with Student Information Systems (SIS) like GradeLink
Experience with QuickBooks Online
Experience with AI tools and automation
Background in operations, systems engineering, or project management
Work Style & Expectations
Detail-oriented and organized
Proactive — able to identify gaps and suggest improvements
Able to follow instructions AND think independently
Comfortable working in a fast-growing, evolving environment
Hours & Compensation
Part-time or full-time (based on experience)
Long-term opportunity with growth potential
Competitive pay based on skill level
To Apply

Please include:

A short introduction about yourself
Examples of systems or automations you have built
Tools you are most experienced with
A brief explanation of how you would improve a manual process