System Administrator

Since 1948, Boys & Girls Haven has transformed the lives, hearts and minds of Kentucky's most vulnerable youth and their families. Through a comprehensive continuum of care ranging from residential and in-home foster care, independent living programs, career and life skills training, and preventative community-based services, Boys & Girls Haven works to reduce disruption in children's lives, to help heal the effects of abuse and neglect, and to promote well-being among families.

Core Schedule:

Monday–Friday, primarily during standard business hours. This position requires flexibility to meet operational needs, including occasional early morning, evening, or after-hours work related to system access changes, implementations, or critical technology needs.

Salary Range: $62,000 - $67,000 Annually

Role Summary:

The System Administrator is responsible for the administration, implementation, and ongoing management of Boys & Girls Haven's core technology systems. This role serves as the primary internal owner of system access, electronic platforms, and technology infrastructure, ensuring systems are reliable, secure, and aligned with operational needs.

The System Administrator leads the implementation and long-term support of a new Electronic Health Record (EHR) system and evaluates existing systems for efficiency and effectiveness. This position works closely with leadership and external vendors to diagnose issues, implement solutions, and support continuous improvement across the organization's technology environment.

Essential Duties and Responsibilities:

Electronic Health Record (EHR) Administration & Implementation

• Serve as the primary system administrator and internal lead for the organization's Electronic Health Record (EHR).
• Coordinate selection, implementation, configuration, testing, and launch of the EHR in collaboration with leadership and external vendors.
• Configure system workflows, user roles, permissions, reporting, and settings.
• Monitor system performance and functionality; troubleshoot issues and implement system adjustments as needed.
• Serve as the primary internal point of contact for EHR-related questions, issues, and enhancement requests.
• Support ongoing optimization and maintenance of the EHR following implementation.

Systems Access, Identity & Microsoft 365 Administration

• Administer system access across platforms, including onboarding, role changes, and immediate access removal upon employee separation.
• Manage Microsoft 365 environment, including email accounts, licenses, shared mailboxes, distribution groups, and security groups.
• Administer organizational domains and coordinate domain-related settings with email and identity systems.
• Maintain and periodically audit user access to ensure permissions align with job responsibilities and agency standards.
• Support secure access and password practices in accordance with agency policies.

SharePoint & Digital Systems Management

• Manage SharePoint structure, permissions, and access across departments, leadership, and Board-related sites.
• Maintain organized digital file systems and support appropriate file retention practices.
• Train and support staff on SharePoint usage and best practices.
• Coordinate improvements to digital workflows to enhance operational efficiency.

Technology Infrastructure & Troubleshooting

• Diagnose and resolve technology issues, including connectivity, Wi-Fi performance, printers, camera systems, and access control platforms.
• Administer and support security systems such as cameras, SmartPass, and related access or monitoring tools.
• Coordinate with external IT vendors and service providers to resolve infrastructure issues, implement upgrades, and address system failures.
• Evaluate existing systems and recommend improvements to enhance reliability, efficiency, and user experience.

IT Equipment, Assets & Subscriptions

• Maintain inventory of organizational technology assets, including computers, tablets, printers, phones, and related equipment.
• Coordinate assignment, replacement, and return of equipment during onboarding and offboarding.
• Track and manage technology-related subscriptions and renewals (e.g., Microsoft licenses, Zoom, SurveyMonkey).
• Maintain documentation related to system configurations and access controls.

Vendor Coordination

• Serve as the primary internal point of contact for technology vendors and managed service providers.
• Coordinate service requests, system changes, and issue escalation with vendors as needed.
• Support management of vendor relationships and technology service contracts in collaboration with leadership.

Front Desk Support

• Participate in a rotating front desk coverage schedule to support reception and ensure continuity of communication, as needed.

Knowledge, Skills, & Abilities:

• Strong working knowledge of systems administration, user access management, and technology platforms.
• Ability to evaluate system functionality and recommend improvements.
• Strong problem-solving and troubleshooting skills.
• Ability to work independently, manage competing priorities, and exercise sound judgment.
• Effective communication skills and ability to collaborate with both technical and non-technical staff.
• High level of professionalism and ability to maintain confidentiality.

Minimum Qualifications:

• Associate's or Bachelor's degree in Information Systems, Computer Science, Information Technology, or a related field required, or an equivalent combination of education and progressively responsible systems administration experience.
• Minimum of 3–5 years of experience in systems administration, IT support, or a related technical role.
• Experience administering Microsoft 365 and managing user access across systems.
• Relevant certifications (e.g., Microsoft 365, CompTIA, systems administration) preferred but not required.
• Ability to pass required pre-employment authorizations, including background checks.

Physical Requirements:

• Ability to safely lift, carry, and move technology equipment and supplies weighing up to 40 pounds.

• Ability to climb ladders and access elevated areas to install, adjust, or troubleshoot equipment.

• Ability to stand, walk, bend, and reach for extended periods while installing or servicing technology equipment.
• Ability to work in both office and residential program environments.
• Ability to perform work requiring visual acuity and manual dexterity, including use of computers, tools, and small equipment.

Other Duties:

This job description is not intended to be all-inclusive. The System Administrator may be asked to perform other technology-related duties as reasonably assigned, consistent with the scope and responsibilities of the position.

Working Conditions:

• Primarily on-site work within administrative and program buildings.
• Regular use of computers and technology systems.
• Occasional after-hours work may be required to address system access changes or critical technology needs.
• The role involves working in a client-centered residential environment with children and adolescents.

Equal Opportunity Employer:

Boys & Girls Haven is an equal opportunity employer and is committed to creating an inclusive and diverse work environment. We do not discriminate based on race, gender, disability, age, or other protected statuses.

General Acknowledgment:

The employee is expected to adhere to and to act as a role model in the adherence to all BGH policies, procedures and performance expectations.

Employment at BGH is for no definite term and considered at-will, meaning that either the company or the employee may terminate the employment relationship at any time with or without cause or notice. This job description does not in any way constitute or imply a contract of employment.

Successful completion of background screening and pre-employment drug screen. Successful negative, post-offer TB screening.

Compensation and Benefits

Boys & Girls Haven offers a competitive compensation package and a full range of benefits, including:

• Affordable health, dental, life, insurance
• 401(k) company match at 50% up to 6%
• Paid Time Off policy, including 24 days off per year (including holidays)

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