Web IT Systems Administrator (PCS906)

We're looking for a Web IT Systems Administrator to own the technical infrastructure, systems administration, web development, and AI workflow operations for a growing psychiatric and mental health practice. You will manage and maintain all company IT systems, administer the full Zoho suite, develop and maintain the practice website, manage RingCentral, support eClinicalWorks and healthcare portals, and help build AI-assisted workflows that improve operational efficiency across the practice. This is a broad, multi-system role. You are not supporting one platform or one function. You are the technical owner of the practice's entire digital and systems infrastructure, from user account management and cybersecurity to website code and AI automation. Strong Zoho administration experience and working proficiency in HTML, CSS, and JavaScript are hard requirements. HIPAA compliance and data security awareness are non-negotiable given the healthcare context. If you have hands-on IT systems administration experience, can manage a wide range of platforms independently, and take genuine ownership of keeping a practice's technology running securely and efficiently, this role is a strong fit. Why You'll Want to Join - You will be paid in USD (bi-monthly: every 15th and 30th) - Paid Time Off in accordance with company policy - Observance of Holidays per company guidelines - 100% remote setup so you can work wherever you're most productive - This role requires availability during US business hours - Work inside a growing psychiatric and mental health practice with a dedicated team and a broad technical infrastructure - High-ownership IT and systems role with direct accountability for platform reliability, security, and operational efficiency What You'll Work On IT Systems Administration and Technical Support - Manage, maintain, and troubleshoot company IT systems, software, email accounts, and technical infrastructure - Maintain an organized, secure inventory of IT systems, administrator accounts, login credentials, software licenses, and vendor access - Manage user permissions, multifactor authentication, account recovery, and system access controls - Troubleshoot technical issues and coordinate with external vendors when necessary - Maintain system documentation, technical procedures, account ownership records, and recovery instructions Zoho Administration and Workflow Management - Administer and maintain the organization's full Zoho suite including Zoho Desk, Zoho Cliq, Zoho Workplace, Zoho Forms, Zoho Sheets, Zoho People, Zoho Campaigns, Zoho Sign, and other Zoho applications in use - Create, update, and troubleshoot digital forms, templates, workflows, automations, and integrations across Zoho platforms - Manage user accounts, permissions, configurations, and application settings - Support staff with Zoho-related issues and identify opportunities to improve operational efficiency through better use of the platform Website Development and Maintenance - Use HTML, CSS, and JavaScript to develop, customize, troubleshoot, and maintain the practice website - Update website layouts, styling, interactive features, and responsive designs for desktop and mobile - Troubleshoot website functionality, scripts, forms, embedded tools, and third-party integrations - Manage website hosting, domain settings, DNS, SSL certificates, and content management systems - Support integrations with Zoho applications, CRM systems, chatbots, online scheduling tools, and marketing automation platforms - Apply website security best practices and identify potential vulnerabilities for remediation AI Tools and Workflow Automation - Administer and support approved AI tools and platforms including ChatGPT, Claude, Microsoft Copilot, Google Gemini, and other AI-powered applications - Identify opportunities to use AI to improve administrative efficiency, streamline workflows, and automate repetitive tasks - Develop and maintain AI-assisted workflows, prompts, and automation processes that support operational needs - Help staff use AI tools effectively for approved business purposes - Evaluate AI tools for functionality, security, privacy, reliability, and compatibility with existing systems - Ensure AI tools are used in accordance with company policies and HIPAA requirements; never enter protected health information into an AI platform unless specifically approved Website, Chatbots, and Cybersecurity - Maintain and update the company website including content, functionality, and technical configurations - Manage chatbot functionality and automated communication tools - Monitor and troubleshoot website issues, suspicious activity, phishing attempts, and other security concerns - Coordinate incident response, security remediation, backups, and recovery with appropriate specialists or vendors RingCentral Administration - Manage RingCentral user accounts, extensions, phone configurations, call routing, voicemail, and communication settings - Troubleshoot phone system issues and coordinate with RingCentral support when necessary - Maintain accurate user assignments and access during staff onboarding and offboarding Healthcare Systems and Insurance Portals - Provide technical support for eClinicalWorks (eCW) and other practice management systems - Manage authorized user access and coordinate system configuration or troubleshooting with vendors - Maintain access to insurance payer portals and assist with account administration, permissions, and login issues - Support administrative access for referral platforms, scheduling tools, and provider directory profiles - Protect patient information and follow HIPAA requirements, privacy policies, and security procedures at all times Social Media, Online Presence, and Reviews - Maintain the organization's social media accounts, login access, and account administration - Help maintain accurate business information across online platforms and provider directories - Monitor online reviews and notify the appropriate team members when responses are needed - Ensure public responses never disclose protected patient information Vendor Accounts and Subscription Management - Maintain a centralized inventory of vendor accounts, service subscriptions, billing contacts, and renewal dates - Coordinate with vendors regarding account access, technical issues, service changes, and renewals Staff Onboarding and Offboarding - Set up and configure accounts for new providers and staff across all company systems - Maintain onboarding and offboarding checklists to ensure all access is provisioned or removed appropriately - Update permissions, user assignments, and system records when staff join, leave, or change roles Documentation and Operational Continuity - Maintain a master inventory of systems, administrators, vendor contacts, subscriptions, and recovery procedures - Document system configurations, workflows, integrations, and troubleshooting steps - Ensure critical systems are not dependent on undocumented processes or a single individual's knowledge What You Bring - Prior experience in IT support, systems administration, software administration, or technical operations - Hands-on Zoho administration experience across Zoho Desk, Zoho Campaigns, Zoho Cliq, Zoho Workplace, Zoho Forms, and Zoho People — this is a hard requirement - Experience managing and troubleshooting RingCentral — this is a hard requirement - Working proficiency in HTML, CSS, and JavaScript for website customization, testing, and troubleshooting — this is a hard requirement - Experience managing user accounts, login credentials, permissions, and onboarding and offboarding processes - Strong understanding of cybersecurity fundamentals including multifactor authentication, phishing prevention, backups, and secure account management - Experience supporting websites, online platforms, and third-party integrations - Familiarity with AI tools and the ability to build AI-assisted workflows and automations - Strong HIPAA awareness and the ability to protect patient information across all systems and platforms - Strong documentation, organization, communication, and troubleshooting skills - Able to manage multiple systems and competing priorities independently without close oversight Nice to Have - Experience with eClinicalWorks (eCW) or other healthcare practice management systems - Background supporting a healthcare, behavioral health, or medical practice IT environment - Experience with chatbot integrations, marketing automation, or CRM platforms - Familiarity with insurance payer portals and provider directory platforms such as Zocdoc or Psychology Today How to Apply Please include: - Your updated resume - A short Loom video (1 to 2 minutes) introducing yourself, describing your Zoho and RingCentral administration experience, and walking through one technical system or workflow you built, improved, or troubleshot end to end Only candidates who submit a Loom video will be moved to the next step of the hiring process. If you are a hands-on web IT systems administrator who can own a broad technical infrastructure, keep a healthcare practice's platforms running securely and efficiently, and build AI-assisted workflows that make the team more productive, this role gives you the scope and the direct impact to do your best work. Application Process Overview Our comprehensive selection process ensures we find the right fit for both you and our clients: - Initial Application - Submit your application and complete our prequalifying questions - Video Introduction - Record an video introduction to showcase your communication skills and work experience - Role-Specific Assessment - Complete a homework assignment tailored to the position (if applicable) - Recruitment Interview - Initial screening with our talent team - Executive Interview - Meet with senior leadership to discuss role alignment - Client Interview - Final interview with the client team you'd be supporting - Background & Reference Check - Professional reference verification - Job Offer - Successful candidates receive a formal offer to join the team Each stage is designed to evaluate your fit for the role while giving you insights into our company culture and expectations. We'll keep you informed throughout the process and provide feedback at each step.