Assistant Airtable Jobs (NOW HIRING)

Scheduled Hours37.5Position SummaryThe Manager, Systems and Impact is responsible for owning, building, and enforcing the systems that power the Skandalaris Center's operations and demonstrate its impact. This role serves as the Center's single point of accountability for Airtable and related tools, required workflows, data standards, and impact reporting.
This is a hands-on, execution-oriented role with clear authority to define required systems and ensure their consistent use across the Center.Job Description

Systems Architecture, Development, and Enforcement

• Own the design, architecture, governance, and ongoing development of the Center's Airtable environment and related systems, including tables, fields, forms, automations, permissions, and integrations.

• Establish, maintain, and enforce required systems, workflows, and data standards for Center activities, including program intake, review, execution, tracking, and reporting.

• Design tools and workflows that make ownership, deadlines, progress, and accountability visible without manual follow-up.

• Translate operational and program needs into scalable, repeatable system solutions.

• Eliminate redundant tools, shadow spreadsheets, and inconsistent tracking practices.

• Monitor system usage, train staff and student workers on required systems, and escalate non-compliance when established workflows are not followed.

• Develop and maintain documentation and guidance to support required system use.

• Serve as the Center's internal expert on Airtable and related workflow tools.

Impact Measurement and Reporting

• Build and maintain Airtable dashboards and reports for leadership, Advancement, and other stakeholders.

• Define how engagement, participation, outcomes, and progress are measured across the Center.

• Own data collection and reporting for rankings, surveys, annual reports, and institutional requests.

• Ensure impact data is consistent, defensible, and reproducible.

• Support longitudinal tracking of individuals and ventures across multiple programs and years.

Program and Activity Support

• Support the execution of Center programs, events, and activities, including ensuring systems, tools, and data needs are met before, during, and after program delivery.

• Partner with program, communications, and operations staff to support event logistics, workflows, and follow-up.

• Assist with preparation for Center activities, including competitions, showcases, and signature events.

• Provide hands-on support during high-volume program periods to ensure smooth execution.

Perform other duties as assigned.

Working Conditions:

Job Location/Working Condition

• The work environment is primarily an office setting with frequent events/programs where transporting of lightweight (15lbs) materials/tables/etc., will be required.

• Many Skandalaris events and programs are held in the evenings and on weekends, thereby requiring hours/activities outside the normal work-day as needed. Work will be conducted at both the Danforth and Medical School campuses and occasionally off-campus.

• Normal Office Environment

Physical Effort

• Typically sitting at desk or table.

• Repetitive wrist, hand or finger movement.

• Ability to move on and off campus

• Occasional lifting (<25 lbs)

• Alternative work schedule as regular part of job (evenings, weekends)

Equipment

• Office equipment.

The above statements are intended to describe the general nature and level of work performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all job duties performed by the personnel so classified. Management reserves the right to revise or amend duties at any time.Required Qualifications

Education:

Bachelor's degree or combination of education and/or experience may substitute for minimum education.

Certifications/Professional Licenses:

No specific certification/professional license is required for this position.

Work Experience:

Relevant Experience (4 Years)

Skills:

Not Applicable

Driver's License:

A driver's license is not required for this position.More About This Job

Required Qualifications

• Four years relevant experience in operations, systems management, program infrastructure, or a closely related role.

• Demonstrated hands-on experience building and managing Airtable (or comparable workflow/database platforms), including complex tables, forms, automations, and reporting.

• Experience establishing and maintaining structured workflows used by multiple stakeholders.

• Experience supporting data collection, reporting, or tracking across programs or initiatives.

Preferred Qualifications

• Experience in a university, entrepreneurship center, accelerator, incubator, or innovation-focused organization.

• Experience owning systems used across multiple teams and enforcing consistent adoption.

• Experience supporting rankings submissions, surveys, accreditation, or institutional reporting.

• Familiarity with CRM systems, dashboards, or data visualization tools in addition to Airtable.

• Experience working in environments with competing priorities and decentralized stakeholders

• Systems ownership mindset - ability to design, maintain, and enforce required tools and workflows.

• Advanced Airtable expertise - ability to independently build, troubleshoot, and iterate complex systems.

• Operational judgment - ability to translate messy real-world processes into structured, usable systems.

• Accountability and follow-through - comfort enforcing standards and addressing non-compliance.

• Analytical rigor - ability to define metrics, ensure data quality, and produce defensible reporting.

• Clear communication - ability to explain systems, requirements, and expectations to non-technical users.

• Adaptability and problem-solving - ability to respond quickly to changing program needs and deadlines.

• Discretion and reliability - ability to handle sensitive information and institutional data appropriately.

Preferred Qualifications

Education:

Master's degree or combination of education and/or experience may substitute for minimum education.

Certifications/Professional Licenses:

No additional certification/professional licenses unless stated elsewhere in the job posting.

Work Experience:

No additional work experience unless stated elsewhere in the job posting.

Skills:

Accountability, Adaptability, Airtable (Software), Analytical Thinking, Communication, Confidentiality, High Reliability, Management Reporting, Problem Solving, Professional Judgement, Systems Thinking, Taking Ownership, Technology Implementations, Workflow ManagementGradeG12Salary Range$58,400.00 - $99,700.00 / AnnuallyThe salary range reflects base salaries paid for positions in a given job grade across the University. Individual rates within the range will be determined by factors including one's qualifications and performance, equity with others in the department, market rates for positions within the same grade and department budget.Questions

For frequently asked questions about the application process, please refer to our External Applicant FAQ.

Accommodation

If you are unable to use our online application system and would like an accommodation, please emailCandidateQuestions@wustl.eduor call the dedicated accommodation inquiry number at 314-935-1149 and leave a voicemail with the nature of your request.

All qualified individuals must be able to perform the essential functions of the position satisfactorily and, if requested, reasonable accommodations will be made to enable employees with disabilities to perform the essential functions of their job, absent undue hardship.Pre-Employment ScreeningAll external candidates receiving an offer for employment will be required to submit to pre-employment screening for this position. The screenings will include criminal background check and, as applicable for the position, other background checks, drug screen, an employment and education or licensure/certification verification, physical examination, certain vaccinations and/or governmental registry checks. All offers are contingent upon successful completion of required screening.Benefits Statement

Personal

• Up to 22 days of vacation, 10 recognized holidays, and sick time.

• Competitive health insurance packages with priority appointments and lower copays/coinsurance.

• Take advantage of our free Metro transit U-Pass for eligible employees.

• WashU provides eligible employees with a defined contribution (403(b)) Retirement Savings Plan, which combines employee contributions and university contributions starting at 7%.

Wellness

• Wellness challenges, annual health screenings, mental health resources, mindfulness programs and courses, employee assistance program (EAP), financial resources, access to dietitians, and more!

Family

• We offer 4 weeks of caregiver leave to bond with your new child. Family care resources are also available for your continued childcare needs. Need adult care? We've got you covered.

• WashU covers the cost of tuition for you and your family, including dependent undergraduate-level college tuition up to 100% at WashU and 40% elsewhere after seven years with us.

For policies, detailed benefits, and eligibility, please visit: https://hr.wustl.edu/benefits/

EEO StatementWashington University in St. Louis is committed to the principles and practices of equal employment opportunity. It is the University's policy to provide equal opportunity and access to persons in all job titles without regard to race, ethnicity, color, national origin, citizenship (where prohibited by federal law), age, religion, sex, sexual orientation, gender identity or expression, disability, protected veteran status, or genetic information.