M365 Systems Administrator

Position Purpose/Summary

This position is responsible for the administration, maintenance, and optimization of Microsoft 365 services and related infrastructure, while also leading and managing IT projects to support organizational goals. The role combines hands-on systems administration with project management, ensuring secure, efficient, and user-friendly collaboration and productivity environments.

Accountabilities

Systems Administration

IT Project Management

Collaboration & User Enablement

Security & Compliance

Maintenance & Optimization

Essential Duties and Responsibilities

• Systems Administration

o Administer and maintain Microsoft 365 services, including Teams, SharePoint, Outlook, Intune, Defender, and OneDrive.

o Manage Teams Phone and Teams Room systems, ensuring reliable communication and collaboration.

o Configure and maintain Azure Active Directory and on-premises Active Directory environments.

o Implement and enforce security policies using Microsoft Defender and Intune.

o Monitor system performance, availability, and usage across M365 services.

o Ensure compliance with organizational policies and regulatory requirements.

o Perform regular audits of M365 configurations and licensing.

o Stay current with Microsoft updates and proactively plan upgrades.

o Measurables:

• Maintain system uptime and availability of 99.9% or higher across all Microsoft 365 and Azure environments.
• Complete quarterly security and compliance audits with minimal critical findings and ensure timely remediation of any identified vulnerabilities.

IT Project Management

o Lead and manage IT projects related to M365 deployments, upgrades, and integrations.

o Develop project plans, timelines, and resource allocations.

o Coordinate cross-functional teams, including vendors, internal stakeholders, and support staff.

o Track project progress, manage risks, and ensure timely delivery.

o Communicate project status and outcomes to leadership and stakeholders.

o Measurables:

• Deliver IT projects on time, meeting defined scope and quality standards.
• Achieve 95% stakeholder satisfaction based on post-project evaluations or feedback surveys.

Collaboration & User Enablement

o Serve as a subject matter expert for Microsoft Teams, SharePoint, and Outlook.

o Provide training and support to end-users on M365 tools and best practices.

o Develop documentation and knowledge base articles for internal use.

o Measurables:

• Achieve a minimum of 90% user satisfaction rating on training sessions and support interactions, as measured through post-session surveys or feedback forms.
• Increase M365 tool adoption and active usage by at least 10% annually through targeted training initiatives and improved documentation resources.
• · Security & Compliance

o Implement and manage endpoint security policies via Intune and Defender.

o Monitor and respond to security alerts and incidents.

o Ensure data governance and retention policies are properly configured in M365.

o Measurables:

• Resolve security alerts and incidents within established response time targets, minimizing operational impact and risk exposure.
• Maintain compliance with organizational security and data governance policies, verified through periodic internal audits and system reviews

Maintenance & Optimization

o Identify opportunities for automation and process improvement.

o Conduct regular audits to ensure all systems are properly patched, configured, and secured against potential threats.

o Ensure accurate and timely backup and storage.

o Assist with creating and maintaining a disaster recovery plan.

o Measurables:

• Maintain compliance with system patching and backup schedules, ensuring zero critical vulnerabilities or data loss incidents.
• Implement at least two processes or automation improvements annually that enhance system efficiency, reliability, or security posture.

Secondary Duties and Responsibilities

• Provide status reports to Chief Information Officer as needed.
• Administrative and technical support to System Admin and help desk group as needed.
• Promote company reputation through good client relations.
• May be required to perform other duties as assigned.

Critical Skills and Abilities

• · Strong analytical skills: Able to gather and analyze relevant data to assist in making important business decisions.
• · Effective communication skills: Strong verbal and written communication; ability to read and interpret information.
• · Leadership Skills: Able to assume a role of authority, delegate responsibility, and empower associates.
• · High accuracy and attention to detail: Performs work with precision and accuracy; organizes and maintains records.
• · Strategic thinking: Assist the CIO with developing strategies to achieve organizational goals; adapts strategy to changing conditions.
• · Ownership mentality: Possesses a sense of ownership in all deliverables; collaborates and supports ongoing improvements.

Computer skills required:

o Microsoft 365 (Teams, SharePoint, Outlook, Intune, Defender, OneDrive)

o Azure Active Directory and On-Prem Active Directory

o Windows Server and workstation environments

o General network skills, including VPN, firewalls, and remote access

o Project management tools (e.g., Microsoft Project, Planner, or similar)

Education/Experience Requirements

• · Bachelor’s or associate degree in a related field (work experience may be substituted for educational requirements)
• · 4 years of experience in Information Technology, with direct experience in M365 administration and IT project management

Job Complexity

Work requires substantial judgment, original thinking, and creativity; develops innovative approaches and ideas and must be able to present ideas and information effectively.

Supervisory Responsibilities

N/A

Working Environment and Conditions

This position occupies a general office environment. Some travel to remote offices may be required (less than 10%). Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

The duties and responsibilities listed above are intended to describe the general content of and requirements for the performance of this position. It is not constructed as an exhaustive list of duties, responsibilities or requirements.