Facilities and Systems Administrator

Team: Operations (Finance)
Reports to: Director of Operations
Employment Status: Full Time/Exempt
Location: This position is based in our headquarters in New York City, with occasional travel to our regional offices across New York State. This position is mostly on-site, with a requirement of being in the office 4 days per week and remote 1 day per week.

Overview of the Organization

The New York Immigration Coalition (NYIC) is an umbrella policy and advocacy organization for nearly 200 groups in New York State. We envision a New York state that is stronger because all people are welcome, treated fairly, and given the chance to pursue their dreams. Our mission is to unite immigrants, members, & allies so all New Yorkers can thrive. We represent the collective interests of New York’s diverse immigrant communities and organizations and devise solutions to advance them; advocate for laws, policies, and programs that lead to justice and opportunity for all immigrant groups; and build the power of immigrants and the organizations that serve them to ensure their sustainability, to improve people’s lives, and to strengthen our state.

Our organizational values: Inclusive & Representative; Fair & Just; Accountable & Trusted.

Position Overview

The Facilities and Systems Administrator plays a critical role in ensuring the smooth operation of our physical and digital infrastructure. This mid-level position involves overseeing the maintenance and improvement of our facilities, coordinating with an external provider to support their management of NYIC’s IT systems, and ensuring a safe and productive environment for our staff and visitors across all locations. The successful candidate will work closely with our operations, administrative, and program teams, as well as external consultants, to support our mission by maintaining efficient, secure, and sustainable organizational facilities and systems.

Responsibilities include, but are not limited to:

  • Facilities Management: Oversee daily operations, including maintenance, security, space planning, and health and safety compliance of NYC headquarters and regional offices in: Hempstead, Newburgh, Albany, Syracuse, Rochester, and Buffalo. Support for regional offices is largely remote, but occasional travel to regional offices will be required.
  • Manage relationships with external vendors and service providers.
  • IT Coordination: Act as the primary liaison between the organization and external IT managed services providers. Oversee the delivery of IT services, ensuring they meet our needs and standards. Perform basic internal IT troubleshooting and support.
  • Project Management: Lead facility upgrade projects, office relocations, and oversee the implementation of IT systems improvements. Ensure projects are completed on time, within budget, and according to specifications.
  • Policy and Compliance: Work with Department leadership to develop and implement policies for facilities management and IT system use, ensuring compliance with relevant regulations and best practices.
  • Budget Management: Work with department leadership to develop and manage budgets for facilities and IT, including expense forecasting, monitoring, and control.
  • Emergency Preparedness: Develop and maintain emergency plans for all facilities, including staff training and resource management.
  • Stakeholder Communication: Communicate effectively with staff regarding facilities and IT issues. Assess departmental needs to ensure operational efficiency and satisfaction.
  • Occasionally, carries and moves materials weighing 50 lbs or less.


  • A minimum of 3 years of experience in facilities management and/or IT systems administration, preferably in a nonprofit or multi-location setting.
  • Strong project management skills, with a track record of successfully leading and completing projects.
  • Knowledge of current technologies and IT systems, including network infrastructure, cloud services, and cybersecurity practices.
  • Working knowledge of G-Suite, Asana, and Salesforce.
  • Excellent organizational, communication, and problem-solving skills.
  • Ability to work collaboratively across departments and with external partners.
  • Commitment to the mission and values of the organization.
  • Bachelor’s degree in Business Administration, Information Technology, Facilities Management, or a related field preferred.
  • Assist with additional duties as necessary.

Important facts to know about this opportunity:

  • This position is mostly on-site, with a requirement of being in the office 4 days per week and remote 1 day per week.
  • The NYIC staff continues to mask while in the office.
  • The NYIC has a staff-wide vaccine mandate. Staff must be fully vaccinated and provide proof of vaccination to HR before being onboarded.

Salary: $69,350.00**

**The NYIC has a transparent and equitable salary structure. Starting salaries for each position are set in advance with no room for negotiation.

In addition to a competitive salary, NYIC offers a full benefit plan, unlimited vacation time, paid sick leave, commuter benefits and a comprehensive retirement plan.

To Apply: Interested candidates should submit a resume and a cover letter outlining their interest in the position, relevant experience, and how they can contribute to our organization's mission. Applications should be sent to hr@nyic.org with the subject line “Facilities and Systems Administrator.”

Applications will be reviewed on a rolling basis, and we are looking for someone to begin as soon as possible.

All qualified applicants will be afforded equal employment opportunities without discrimination based on race, creed, color, national origin, immigration status or citizenship, sex, age, disability or marital status.