IT Administrator

Published: 6/14/2022

Technology

Job Description

Rothschild Wealth Partners is seeking an IT Systems Administrator to serve as the firm’s hands-on internal technology lead and support a growing organization of more than 100 employees across two primary offices, smaller and remote locations, and home-based employees.

This position owns day-to-day IT service delivery, including hands-on employee support, access and SharePoint permission management, employee technology onboarding and offboarding, periodic access reviews, and other internal IT control processes. The IT Systems Administrator will also coordinate technology integration for acquired firms, partner with Operations on the firm’s wealth management technology stack, and support oversight of Claude and other approved generative AI tools.

The position works closely with the firm’s managed service provider and specialized technology vendors. While these partners perform portions of the technical work, the IT Systems Administrator owns the internal processes and is responsible for coordination, timely communication, documentation, follow-through, and verification that work is completed successfully.

Key responsibilities

End-user support and service delivery

Serve as the firm’s primary on-site Tier 1 and Tier 2 technology resource.

Provide hands-on support for computers, monitors, docks, printers, mobile devices, connectivity, Microsoft 365 applications, conference-room technology, account access, and other workplace systems.

Work within the MSP’s ticketing system to create, update, escalate, track, and close support requests.

Coordinate with the MSP and other vendors when an issue requires remote assistance, administrative access, advanced troubleshooting, or specialized expertise.

Take ownership of appropriate support issues through resolution, including communication with the employee and coordination among involved providers.

Ensure that support provided directly to employees is documented in the ticketing system.

Monitor urgent and high-impact issues and help ensure timely service during normal business hours.

Identify recurring problems and recommend process, technology, or training improvements.

Employees may contact either the IT Systems Administrator or the MSP based on the nature and urgency of the issue. Both operate through a shared support and ticketing process.

Access administration and internal controls

Administer approved SharePoint site, library, folder, group, and user permissions using role-based and least-privilege practices.

Process access changes after receiving appropriate authorization from management, Compliance, system owners, or data owners.

Maintain designated Microsoft Entra ID user information, including titles, departments, office locations, phone numbers, and reporting relationships.

Manage designated Microsoft 365 and Entra ID group memberships.

Own the coordination and documentation of periodic access reviews across Microsoft 365, SharePoint, Teams, business applications, generative AI platforms, file storage, privileged accounts, vendor accounts, and guest or external access.

Work with management, Compliance, system owners, the MSP, and other vendors to obtain reports, confirm access, document approvals, identify exceptions, and track reviews through completion.

Participate in evaluating audit findings and recommending corrective actions.

Coordinate or implement corrective actions approved by management and Compliance and retain evidence of completion.

Maintain supporting documentation for internal audits, regulatory examinations, and compliance reviews.

Coordinate other recurring IT control processes, including asset reconciliation, inactive-account reviews, privileged-access reviews, external-sharing reviews, vendor-access reviews, and onboarding and offboarding validation.

Employee onboarding and offboarding

Own the technology onboarding, offboarding, and role-change processes from initiation through documented completion.

Gather requirements from Human Resources, managers, Operations, application owners, and other stakeholders.

Provide the MSP and application vendors with timely, complete information for account creation, licensing, equipment, group membership, SharePoint permissions, and application access.

Coordinate and track MSP and vendor tasks to ensure accounts, equipment, applications, and permissions are ready by the required date.

Verify that access and equipment are configured correctly and confirm completion with the employee’s manager or other appropriate stakeholder.

Ensure access is removed promptly and equipment is recovered when an employee leaves or changes roles.

Deliver new-hire technology orientation covering systems, security expectations, approved AI use, and the support process.

Maintain onboarding, offboarding, access, equipment, and completion records.

Acquisition and project coordination

Own the firm’s internal technology integration process for acquired firms and incoming advisor teams.

Gather information about employees, devices, applications, data, licensing, access, office locations, security, and existing technology environments.

Provide the MSP and other vendors with complete and timely information needed to perform migrations, equipment preparation, system changes, and cutover activities.

Maintain integration plans, checklists, schedules, dependencies, issue logs, and decision records.

Coordinate activities among management, Operations, Compliance, the MSP, application providers, and specialized vendors.

Verify that employees have the required equipment, accounts, permissions, applications, and support information before and after cutover.

Track unresolved issues and escalate risks that could affect timing, security, compliance, cost, or business operations.

Document lessons learned and improve the integration process following each acquisition.

Business applications, security, and AI

Coordinate user access and technical support for the firm’s business and wealth-management applications.

Work with Operations, application owners, the MSP, and vendors to resolve access, integration, and data-sync issues.

Maintain an inventory of key applications, system owners, vendors, integrations, and support contacts.

Coordinate administration of approved generative AI platforms, including user access, roles, and established policies.

Monitor established iBoss, Microsoft Sentinel, and AI-usage dashboards for service interruptions, logging gaps, unauthorized services, or unusual activity.

Escalate potential security events and advanced analytical needs to the appropriate specialized security or data vendor.

Coordinate advanced Microsoft Sentinel, KQL, connector, reporting, and security-engineering work performed by specialized vendors.

Track identified issues and approved remediation activities through completion.

Provide operational information to support technology planning, vendor management, project prioritization, and budgeting.

Qualifications

Required

Five or more years of relevant experience in IT support, IT administration, or a comparable role.

Hands-on Tier 1 and Tier 2 experience supporting Windows computers, Microsoft 365 applications, printers, connectivity, mobile devices, and conference-room technology.

Experience administering SharePoint Online permissions, groups, site membership, and document-library access.

Experience supporting Microsoft 365 and Microsoft Entra ID user profiles, groups, permissions, SSO, and multifactor authentication.

Experience coordinating employee onboarding, offboarding, equipment, and application access.

Experience managing access reviews, internal IT controls, or similar audit-support processes.

Experience working within a ticketing system and coordinating work with an MSP or outsourced help desk.

Working knowledge of TCP/IP, DNS, DHCP, VPN, Wi-Fi, and common network troubleshooting methods.

Strong organization, documentation, communication, and follow-through skills.

Ability to coordinate multiple employees, providers, approvals, and deadlines while maintaining clear records.

Ability to explain technical issues clearly to employees and nontechnical stakeholders.

Equivalent combinations of education, training, certifications, and relevant practical experience will be considered.

Preferred

Experience in wealth management, financial services, professional services, or another regulated environment.

Familiarity with Black Diamond, Orion, Salesforce, Wealthbox, Redtail, or similar business applications.

Exposure to Microsoft Intune, iBoss, Microsoft Sentinel, or comparable endpoint and security tools.

Experience supporting Microsoft Copilot, Claude, ChatGPT Enterprise, or another managed AI platform.

Familiarity with formal access reviews, audit evidence, SOC 2 reports, or regulatory examinations.

Microsoft 365, SharePoint, CompTIA Network+, CompTIA Security+, or a similar certification.

Work environment

This is a primarily on-site position based in Oak Brook, supporting more than 100 employees across multiple work locations.

Travel to the Chicago Loop office is currently expected approximately twice per month. Additional travel may be required for onboarding, acquisitions, projects, or support needs.

Occasional after-hours work may be required for planned changes, acquisition cutovers, or urgent issues.

The position may require moving IT equipment weighing up to 30 pounds, with assistance when appropriate.

Rothschild Wealth Partners offers a competitive total rewards package designed to support your professional and personal well-being. The salary range for this position is $90,000– $120,000, commensurate with experience, plus eligibility for an annual performance bonus.