Business Systems Administrator

About Wellspring

Wellspring Worldwide, Inc. is a leading provider of web-based software systems for managing research, technology commercialization, and innovation operations for universities, companies, government agencies, and independent labs. Founded in 2003, Wellspring has grown to serve over 500 organizations globally, including Fortune 500 companies, SMEs, hospitals, and universities. The company’s flagship products—Sophia, Flintbox, and Zeto—enable organizations to manage the entire innovation lifecycle, from discovery and IP management to commercialization and knowledge transfer.

Position Summary

The Business Systems Administrator runs the company’s business systems day to day, with Salesforce as the core system of record. This hands-on role combines deep Salesforce administration expertise, process improvement discipline, and clear written and verbal communication, and supports Quote-to-Cash and the customer lifecycle in close partnership with Revenue Operations, Finance, Customer Experience, IT, Security, and Legal;keeping the operating infrastructure reliable and well documented as the company grows. Reporting to the Chief Customer Officer reflects this role’s influence across the customer lifecycle end to end, and that system reliability is treated as a driver of customer experience, not just internal efficiency.

Key Responsibilities

How This Role Spends Its Time

This is a hands-on role. Approximate time allocation, which will shift as the systems mature:

- ~50% Salesforce system administration and day-to-day operational support, including configuration, user and data management, releases, and request and issue triage.

- ~30% Process improvement and project delivery: requirements, build, testing, documentation, and enablement for systems changes.

- ~20% Cross-functional coordination and reporting: intake and prioritization, stakeholder communication, and updates to leadership.

Platform Management

- Maintain the backlog and release plan for Salesforce and adjacent revenue systems (e.g., NetSuite, Deal Hub, HubSpot, billing, marketing automation, and support tools) andcontribute to the roadmap owned byBusiness leaders.

- Keep systems healthy as the company grows, monitoring data integrity, performance, security, and usability, including the Salesforce data model, automation, and integrations.

- Translate business requirements into clear technical specifications, effort estimates, and delivery plans.

Salesforce System Administration

- Perform hands-on Salesforce administration — user and license management, profiles, permission sets, roles, sharing rules, and field-level security.

- Build andmaintaindeclarative configuration: objects, fields, page layouts, record types, validation rules, Flows, approval processes, reports, and dashboards.

- Own Salesforce data quality and hygiene, including but not limited todeduplication, data loads, validation standards, and routine audits of records and picklist values.

- Administer AppExchange packages and connected apps, including installation, configuration, license reconciliation, and version upgrades.

- Serve as escalation point for Salesforce support requests, resolving configuration issues and triaging defects to vendors or developers as needed.

Business Process Excellence

- Identifyoperational inefficiencies and design scalable workflows that improveemployee productivity and customer experience.

- Apply automation toeliminatemanual work in business processes company-wide, with clear controls and approval gates over automated actions.

Cross-Functional Governance & Support

- Serve as theday-to-day systems contact for Revenue Operations, Finance, Customer Experience, IT, Security, and Legal, gathering and translatingfunctional needs.

- Coordinate the cross-functional intake and change process for systems requests;logging, triage against defined SLAs, prioritization recommendations, root-cause follow-through, and release