Business Platforms Administrator (AI Transformation Lead)

Reports to: Director of Finance & Administration

About Aquifer

Aquifer's goal is to empower learners to become the clinicians they imagined themselves to be through online education that serves to dramatically lower the cost of health professions education. We are a virtual learning company with a 98% market share in medical education, and a growing presence in physician assistant and nurse practitioner education. Our pedagogy is the product of the nation's leading medical educators working together to help students acquire core knowledge, clinical reasoning skills and other cognitive competencies. More than 70,000 students complete over 1,000,000 Aquifer cases annually.

Position Summary

We are seeking a proactive, technically skilled, and strategically minded Business Platforms Administrator & AI Transformation Lead to manage, optimize, and evolve our suite of core business SaaS platforms — while spearheading Aquifer's broader AI transformation agenda.

This role sits at the intersection of IT, data, product, business operations, and innovation. On one hand, you will own the configuration, administration, and automation of mission-critical platforms including HubSpot, Monday.com, and Google Workspace. On the other, you will serve as Aquifer's internal AI transformation driver — identifying high-value AI opportunities across the organization, running pilots, embedding solutions into everyday workflows, and ensuring adoption with the right governance in place.

Working closely with senior leaders across Client Success, Sales, Business Administration, and IT, you will translate AI capability into real commercial and operational outcomes. Success is measured through efficiency improvements, revenue impact, and lasting behavior change — with responsible AI practices at the foundation of everything you do.

The ideal candidate is strategic and hands-on, systems-focused and people-savvy, and deeply motivated to ensure that internal teams succeed — both through well-run platforms and transformative AI-powered ways of working.

Key Accountabilities

Platform Administration & Optimization

• Administer and maintain all major business platforms, including HubSpot CRM, Ticketing, Content Management and Marketing tools; Monday.com project and task management; Google Workspace (Drive, Docs, Gmail, Calendar, etc.); APIs (middleware) between applications; and AI platforms (OpenAI, Anthropic, Zapier, etc.)
• Serve as the architect for platform configuration and support 3rd party vendors to operationalize systems
• Ensure all platforms adhere to company security policies and compliance standards
• Conduct regular audits and serve as point of contact with the external IT vendor for risk mitigation
• Integrate and optimize data flows into the company scorecard

AI Transformation 

• Drive the delivery and adoption of Aquifer's AI agenda, focusing on where AI can make a genuine commercial and operational difference across Client Experience, Sales, Finance, HR, Legal, and Operations
• Identify high-value AI use cases and shepherd them from early pilots through to scaled, embedded adoption — with clear metrics tied to revenue impact, efficiency gains, or decision-making improvement
• Integrate and optimize AI-driven tools (e.g., AI assistants, GenAI copilots, predictive analytics, chatbots, workflow automation) within business platforms and day-to-day operations
• Stay current on the latest developments in AI to propose and implement forward-thinking solutions that add business value
• Champion responsible AI usage and establish guardrails, usage policies, and risk controls in partnership with Legal, InfoSec, and Compliance
• Translate between technical and non-technical stakeholders to align AI initiatives with organizational priorities

Enablement, Training & Documentation

• Provide onboarding, training, and ongoing support to internal business end users across all platforms and AI tools
• Create clear documentation, SOPs, and knowledge base articles for platform use, AI workflows, and adoption guidance
• Promote best practices to ensure system efficiency, user adoption, and sustained behavior change
• Communicate the impact of AI initiatives to senior leaders, building trust and momentum for continued investment
  

Expected Experience & Skills

• 3+ years of experience in SaaS administration, end-user training, reporting, customizations, and platform management
• Proven expertise in HubSpot, Monday.com, and Google Workspace
• Demonstrated experience implementing automation tools and AI-powered features within business platforms
• Practical understanding of GenAI, copilots, automation, and workflow redesign from a business and operating-model perspective
• Proven track record identifying high-value AI use cases and taking them from pilot to scaled, embedded adoption
• Advanced capability in driving adoption and behavior change, including communications, training, coaching, and impact measurement
• Experience establishing AI guardrails, usage policies, and risk controls in partnership with Legal, InfoSec, and Compliance
• Strong problem-solving and customer-focused communication skills
• Bachelor's degree in Management Information Systems, Computer Science, Business, Transformation, or related field (or equivalent experience)

Preferred

• 3+ years of experience in transformation, change leadership, consulting, or digital enablement roles, ideally within B2B SaaS or technology-driven environments
• Experience linking technology adoption to revenue activation, delivery efficiency, or decision-making improvement
• Confidence working across diverse functions (Sales, Client Experience, Finance, HR, Legal, Operations, Technology) and translating between technical and non-technical stakeholders
• HubSpot certifications such as: Integrating with HubSpot; Scaling Sales, Marketing, and Service Hubs with Integrations
• Familiarity with integration tools like Zapier, Make, or similar
• Experience with scripting (e.g., Python, JavaScript, or Apps Script)
• Certifications such as Prosci, Scrum, PMP, or equivalent are beneficial

Aquifer's Core Values

• Live the Aquifer non-profit mission — feel the need, create the future, evaluate the impact
• Collaborate wholeheartedly — be proactive and agile, seek first to understand, play well together
• Keep your promises — get stuff done and deliver on time, finish what you started, own the responsibility
• Do the right thing — remember the Golden Rule, put the client first, embrace transparency
• Be bold and fierce — attack the opportunity, show your grit, manage your fear
• Strive for excellence — make your A-game your everyday game, know your stuff, stretch a lot
• Enjoy the journey — take the work seriously and yourself less so, go far together, be well
• Embrace Learning and Growth — be curious, cultivate and contribute knowledge, experiment, fail and adapt