Microsoft 365 Administrator

Description
Job Title:
Microsoft 365 Administrator

Reports To:
Sr. IT Manager or System Engineer

Division/Department:
GHM/Information Technology

Level of Work:
II

Position Summary
The Microsoft 365 Administrator (M3A) is responsible for all Microsoft 365 environments and products. The M3A will be responsible for a GCCH instance and a commercial instance including the infrastructure to have the environments communicate with each other and other corporate entities. This role is deeply involved in data governance, compliance, alignment, and automation. The M3A is instrumental in implementing and designing our governance framework, supporting scalable collaboration solutions, and ensuring Microsoft services meet both operational and regulatory requirements. The M3A will need strong Purview/DLP skills along with multi-tenant integration experience. The M3A works under the direct supervision of IT management or senior IT staff. The M3A requires certifications or security clearance and will be involved in training of other staff.

Key Results Areas
Level II: Service – Coordinating "production" with problem solving and prevention

• Resource management (material and people)
• Service Configuration and Maintenance: Setting up and maintaining key Microsoft 365 services like Exchange Online, SharePoint Online, OneDrive, and Microsoft Teams for optimal performance. This includes configuring email accounts, shared mailboxes, retention policies, creating SharePoint sites, and managing settings for meetings, channels, and external access in Teams.
• Security and Compliance: Implementing and enforcing security policies to protect organizational data, such as data loss prevention (DLP), multi-factor authentication (MFA), and conditional access policies. Monitoring for threats and ensuring compliance with data protection regulations and company policies, potentially using tools like Microsoft Purview. Conduct periodic audits, reviews of access, and remediation of security vulnerabilities.
• User and Access Management: Creating, managing, and deleting user accounts, groups (security groups, distribution groups, and Microsoft 365 groups), and licenses within the Microsoft 365 Admin Center. Assigning appropriate permissions and roles to control access to resources based on job functions. Implementing and managing multi-factor authentication (MFA) to enhance security during login.
• Technical Support and Troubleshooting: Providing technical support to end-users for issues related to Microsoft 365 applications, login problems, email syncing errors, and other technical or configuration challenges. Troubleshooting various Office 365 issues, including connectivity and mobility problems. Collaborating with IT support teams and other departments to resolve complex issues and optimize system functionality.
• Monitoring and Reporting: Regularly monitoring system performance, service health, and security alerts through the Admin Center and other relevant tools. Generating and analyzing reports to track usage metrics, identify trends, and evaluate policy effectiveness. Reviewing the Unified Audit Log to monitor user and admin activities.
• Utilize Microsoft 365 admin center, Defender portal, and PowerShell to monitor service health, usage, and security alerts.
• Investigate and resolve complex issues related to mail routing, client connectivity, Teams meetings, and SharePoint access.
• Develop and maintain operational runbooks, automation scripts (PowerShell, Graph API), and dashboards.
• Updates and Enhancements: Staying updated with the latest Microsoft 365 features and updates by reviewing the Message Center and other resources. Planning and implementing new features and updates to keep the organization's technology infrastructure modern and efficient.
• Backup and Recovery: Implementing backup and recovery solutions to protect critical data and ensure business continuity. Administering and supporting system backup and disaster recovery processes.
• Design and management of mobile device security and management using Intune.
• Resource scheduling, output management and reporting
• Develops training materials and trains other staff
• Prepare technical documentation internal to IT and for functional end-user
• Continuous Improvement
• Obtains and maintains certifications and/or security clearance
• Research and recommend innovative, and where possible automated approaches for system administration tasks.
• Takes lead in maintaining and/or developing IT processes
• Upgrade systems and processes as required for enhanced functionality and security issue resolution
• Provides helpdesk support by trouble-shooting and resolving helpdesk tickets or escalating to IT Management, as appropriate
• Professional Development (self and reports)
• Ability to communicate –oral or written - technical information to all levels of end-users
• Maintains various programs and small projects
• Performs other related duties as required and assigned

Qualifications
To qualify for this position, an individual must possess the knowledge, training, experience and abilities required.

Education And Training

• College degree in Computer Science, Information Technology, or related field (or 5+years practical experience)
• Microsoft 365 Platform
• 5 plus years administering Microsoft 365 workloads: Exchange Online, Outlook (OWA & desktop clients), Teams, SharePoint Online
• Deep expertise in Entra ID (Azure AD) user and group management, conditional access, and identity protection
• Hands-on with Microsoft Purview (Data Loss Prevention, Information Protection, Compliance Manager)
• Strong PowerShell scripting skills for automation (Exchange Online Management Shell, Microsoft Graph PowerShell)
• Implemented multifactor authentication, conditional access, and identity governance
• Azure Services Management (ie. AI Services)
• Knowledge of data classification, retention labeling, and regulatory compliance frameworks (e.g., GDPR, HIPAA, CMMC, NIST. ITAR. U-NNPI)

Desired Job Qualifications

• Experience working directly with business end-users preferred
• Experience with Lotus Notes
• Experience with scripting in Powershell, bash, or Python
• Experience in Cisco networking equipment configuration preferred
• Certifications
• Experience with VMware
• System administration skills and experience

Skills

• Microsoft Certified: Enterprise Administrator Expert or equivalent
• Experience with Microsoft Endpoint Manager (Intune)
• Knowledge of network protocols, firewalls, and proxies as they relate to cloud services
• Familiarity with third-party M365 management tools
• Ability to work efficiently with many different types of people, skill levels, and personalities
• High attention to detail
• Demonstrate behavior consistent with company values.
• Maintain strict confidentiality regarding company matters.
• Ability to work independently, with minimal direction as a highly motivated self-starter and within a team-oriented culture
• Communication: Strong written and verbal communication skills to effectively interact with users, stakeholders, and other IT teams. The ability to explain technical concepts to non-technical users clearly.

Physical and Mental Demands
The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of the position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Physical Demands: May be required to move items up to 60 pounds for distances of up to 10 feet. May be required to stand, stoop, bend, kneel and squat for extended periods. May be exposed to fumes or dust, toxic or caustic chemicals, outdoor weather, moving mechanical parts and moderate to loud noise levels. Must wear appropriate protective gear and clothing as necessary. Traveling between buildings will be required
• Mental demands: While performing the duties of this position, the incumbent is required to read, write, analyze data and reports, exercise judgment, develop plans, procedures and goals, present information to others and work under pressure. Work may require evening and weekend work.
• Work Environment: This job primarily operates in a clerical office setting. This role routinely uses standard office equipment such as computers, phones, photocopiers. While performing the duties of this position, the incumbent is also exposed to high level of manufacturing and equipment noise. Some duties are performed indoors in a manufacturing environment with temperature changes. Exposure to hazardous materials, fumes or airborne particles and moving mechanical parts with vibration.

Work Authorization/Security Clearance

• Must be a U.S citizen. Must be able to obtain a secret security clearance if needed.

This job description is not all-inclusive but rather serves as a general guideline of the current needs of the position and can be modified at the discretion of management to meet current business needs. Experience and education requirements are the primary basis for awarding this position, however substitutions that are essentially equivalent may be made as they relate to the essential functions, duties, and responsibilities of this position