Systems Manager: Job Description

The Mellon Foundation ("Foundation") believes that the arts and humanities are where we express our complex humanity, and we believe that everyone deserves the beauty, transcendence, and freedom to be found there.  Through our grants, we seek to build just communities enriched by meaning and empowered by critical thinking, where ideas and imagination can thrive.  It makes grants in four core program areas (Higher Learning, Arts and Culture, Public Knowledge, and Humanities in Place).  The Foundation seeks a Systems Manager.


Reporting to the Director of Grants and Data Management, the Systems Manager will serve as the primary manager of the Foundation's grants management system, Fluxx, and work to ensure that all users are able to work effectively within the system.  The Systems Manager will work with staff from across the Foundation to identify system enhancements, with a focus on working to streamline our processes and improve user experience and design, in alignment with the Foundation’s strategies and priorities.  The Systems Manager will manage the configuration and implementation of these enhancements within the system, as well as the implementation of new Fluxx releases and product enhancements.


Responsibilities may include, but will not be limited to:

System management

  • Act as the liaison between the Foundation's grants management system vendor, Fluxx, and other vendors associated with the management of the Fluxx system, coordinate regular check-in meetings, and plan for upcoming work and enhancements
  • Develop and implement policies, procedures, and standards to ensure security and confidentiality of all records, accuracy, integrity, and completeness of data
  • Establish and maintain user rights and permissions for all system users
  • Manage the deployment of all Fluxx releases, maintain and develop regression testing scripts for use by Fluxx and internal staff, and help to test each release and coordinate testing by other staff
  • Work to prioritize and resolve system issues and bugs, communicate the issue status to system users, and document the resolutions
  • Work closely with Fluxx and the Foundation's IT team on the security of the system, including the coordination and management of business continuity planning and testing for the Fluxx system

Thought leadership

  • Identify areas for improvement of the system and make appropriate recommendations for streamlining workflows and processes through knowledge of best practices, industry trends, available products, and enhancements, and by working with and facilitating discussions among Foundation staff
  • Participate as an active member of the Fluxx community and other relevant networks

System configuration and design

  • Identify improvements to user experience, design, and functionality
  • Configure and oversee the implementation of system enhancements, including the translation of requirements into technical specifications, design, testing, resource allocation, and project management
  • Collaborate with staff to design and implement solutions for capturing and disseminating grants data (e.g., through Fluxx forms for proposals and reporting, workflows, dashboards, Word document templates, Excel and Adhoc report templates)
  • Coordinate with staff from across the Foundation, as needed, to review and execute on priorities identified
  • Collaborate with the Data Visualization Analyst on the utilization of data reporting across the Foundation

System support and documentation

  • Maintain best practices in documenting the data management policies and procedures and system configuration, including system reference guides and inventories, such as, an inventory of all system email alerts
  • Communicate system enhancements and changes with users through email, meetings, and documentation updates
  • Help to develop, maintain, and assist with internal and external system trainings and training material development
  • Provide technical assistance to system users, as needed


The ideal candidate would have at least six years of experience working with information systems or databases.  Experience with Fluxx or other grants management systems preferred.  Successful candidates will also have the following qualifications:

  • A bachelor's degree; a degree in information science or technology would be advantageous
  • Experience in a nonprofit environment
  • Experience in HTML/CSS/JavaScript or other scripting languages
  • Experience in SQL and database management and intermediate Excel skills
  • Working knowledge of PowerBI or other data visualization software
  • Outstanding interpersonal, written, and oral communications skills
  • Strong administrative, organization, time, and workflow management skills, and a familiarity with project management approaches and tools, as well as continuous improvement methodologies and process analysis
  • An orientation toward self-starting, proactive anticipation of team needs, and creative problem solving
  • Flexibility, adaptability, curiosity, integrity
  • Commitment to the Foundation's mission, core values, and focus on social justice

The Foundation is an equal opportunity employer that offers a competitive salary, outstanding benefits, and excellent working conditions.

Contact Information

Candidates should apply by submitting a thoughtful cover letter describing fit for the position together with a resume here:  Systems Manager.  The Foundation will consider each response carefully, but only contact those individuals it believes are most qualified for the position.