Systems Administrator
Job Overview
The Systems Administrator reports to the Deputy Director of Business Operations for Washington & Montana offices and works closely with the Executive Director and Senior Management Team (SMT) to support the effective use of IRC systems across Washington and Montana. This role is primarily responsible for supporting, training program staff, providing day-to-day technical support, and ensuring consistent and accurate use of established digital platforms.
Major Responsibilities
Serve as the primary systems expert for IRC Washington & Montana by supporting, identifying gaps and recommending process and systems improvements to enhance operational efficiency.
Manage configuration and workflows in Integra, including roles, delegations, and permissions, in coordination with the Integra support team.
Support existing and recommend tools, systems, and procedures that support operational effectiveness and program delivery.
Track and monitor system-related issues and maintain a transparent tracking system so supervisors and staff can follow progress on open tickets.
Participate in regular coordination meetings to review and resolve open systems issues.
Participate in monthly RAI Ops meetings and ensure communications from headquarters are shared with Washington & Montana staff.
IT Support and Staff Systems Management
Manage, monitor, and troubleshoot staff laptops, including tracking device lifecycles and coordinating replacements when necessary.
Provide technical troubleshooting and support for staff computers and related equipment.
Manage all IT-related onboarding processes for new staff, including laptop allocation and setup, account creation and systems access, troubleshooting during onboarding, and initial systems training.
Ensure appropriate systems and software access for new employees and coordinate access requests with relevant departments.
Support staff in using systems and software to ensure effective adoption.
Systems Training and Communication
Conduct regular systems training sessions for staff on key platforms including Emburse, Integra, ETO, Salesforce, and other organizational tools.
Develop and manage a training schedule for both new and existing staff on critical systems and software.
Maintain and regularly update IRC Washington’s systems training calendar.
Disseminate systems updates and changes communicated by IRC Headquarters to local staff.
Serve as the focal point for training staff on facility, desk, and meeting room booking and cancellation processes.
Asset and Equipment Management
Maintain an updated inventory of all organizational assets including staff computers, mobile phones, printers, and other IT equipment.
Track software licenses and maintain renewal schedules.
Manage office printer maintenance and ensure service contracts remain valid and up to date.
Coordinate regular service and maintenance of office equipment.
Mobile Phone and Verizon Account Management
Work closely with Program and Finance departments to manage staff Verizon mobile phone requests.
Monitor and update D-codes when they expire to ensure active program codes are available to cover staff phone bill costs.
Track mobile phone allocations and returns ensure program budgets are aligned with phone usage.
Vendor, Finance, and Treasury Coordination
Work closely with MDM team to Maintain and manage vendor creation requests and documentation.
Manage monthly ATC renewals and bank information updates when required.
Work closely with the Treasury Department to track and maintain daily program liability insurance requests.
Maintain facility, vehicle, asset liability, and comprehensive insurance requests and renewals.
Grants, Procurement, and Operational Support
Work in close coordination with the Deputy Director of Operations (DDO), Global Supply Chain (GSC), Grants Team, and Procurement Committee to support, maintain, and ensure the accuracy, completeness, and compliance of all Docutrail records pertaining to grants, program contracts, bids, and related processes.
Support the Deputy Director of Business Operations in tracking and archiving Memorandums of Understanding and contract review processes.
Monitor approval timelines and ensure contract reviews are completed in a timely manner.
Provide regular updates to program teams on the status of contract approvals and requests.
Key Working Relationships
Reports to: Deputy Director of Business Operations for Washington & Montana
Directly supervises: Volunteers and interns
Indirectly reports to: Executive Director, Senior Management Team
Internal: Program Departments; Operations Department; Finance Team; IRC HQ IT department; Volunteers, and Interns
External: Stakeholders, and community partners.
Job Requirements
Bachelor’s degree in IT, Business, or related field preferred; equivalent experience accepted
Minimum 3 years of relevant experience, including systems administration and staff development
Strong organizational and multitasking skills with high attention to detail
Excellent communication and interpersonal skills; ability to work effectively in multicultural and cross-functional teams
Proactive, flexible, and solution-oriented with strong problem-solving abilities
Proven ability to collaborate effectively with remote and diverse teams
High level of accuracy and ability to perform in a fast-paced environment
Proficient in IT Systems, Microsoft Office Suite (Word, Excel, Outlook), with strong digital and research skills