IT Systems & Facilities Administrator

Job Description

Job Description

Irvine Clinical Research is the largest independent clinical research site network on the West Coast. With 6 research centers in California, we are leaders in the search for new treatments in neurology, psychiatry, and obesity medicine. Our largest area of research is in Alzheimer's Disease prevention and treatment drug trials, and our doctors were the largest contributors in the world to the most recently FDA-approved medication in Alzheimer's Disease. 

As the Systems & Facilities Coordinator, you will keep our technology and clinic infrastructure operating without interruption across our five research sites. Bridging digital systems management (Microsoft Active Directory, M365, Google Workspace) with physical site operations (access management, lab equipment maintenance, and vendor logistics), this role eliminates daily operational friction for 90+ staff so our doctors, nurses, and staff can stay focused on our study participants and advancing the field of medicine.

Information Technology Systems Administration

• Identity, Access & Clinical Systems Administration: Oversee centralized identity platforms (Microsoft Active Directory, Google Workspace, M365) and site clinical software platforms. Enforce role-based access permissions, Multi-Factor Authentication (MFA) adoption, and GCP-compliant workflows for immediate credential provisioning and offboarding account deactivation.

• On-Site Systems, Network & Clinical Hardware: Manage local site network infrastructure (routers, switches, Wi-Fi access points) and the full hardware lifecycle across sites. Provision, maintain, troubleshoot, and wipe staff computers, tablets, printers/scanners/copiers, and network-connected clinical equipment. 

• Workstation & Clinical Hardware Management: Provision, configure, deploy, and maintain staff computers, tablets, and clinical network-connected devices. Serve as the central owner for device setup, network configuration, and hardware asset tracking so site staff can stay focused on clinical execution. 

• User Support & AV: Provide remote and on-site technical support for 90+ staff across Windows OS, Microsoft 365, Google Workspace, VOIP, CTMS, CRM, and other systems. Audit, test, and replace webcams, microphones, and headsets so staff present clearly and professionally on video calls internally and externally.

• Cybersecurity, Data Privacy & Threat Triage: Serve as the primary first responder for staff-reported security concerns and phishing alerts. Manage Endpoint Detection & Response (EDR) software, coordinate automated phishing awareness campaigns, enforce CPRA/CCPA data security standards for participant personal information, and conduct quarterly internal security reviews to maintain an active IT Risk Register. 

• Audit Governance & Data Resiliency: Maintain comprehensive IT asset inventories, system topology maps, and operational playbooks to support security audits. Perform semi-annual backup restoration checks to guarantee data integrity and operational continuity. 

• Website, Domains, & VOIP Administration: Manage company website, domain name and DNS registrations, VoIP phone & texting systems configurations, user extensions, and call routing across all sites.

• IT Projects, Migrations & Research: Support, research, and execute ad-hoc IT migrations, software evaluations, system upgrades, and technical projects as needed 

Facilities, Security & Site Access

• Secure Storage Maintenance: Install and troubleshoot secure temperature-controlled storage units, and their associated temperature sensors, gateways, and backup batteries to ensure uninterrupted uptime.

• Badging, Key Fobs & Access Control: Issue and program employee name tags, ancillary access devices, and maintain best practices for access control during organizational changes.

• Parking & Business Cards: Assign and track employee parking passes, parking validations, and own the central order workflow for employee business cards.

• Security & Alarm Triage: Manage security systems, monitor camera feeds, and handle initial remote alarm push-notification triage.

• Logistics & Vendor Management: Move equipment and furniture between sites as needed to serve operations. Serve as the on-site point of contact for building contractors and/or maintenance.

• Site Operations Support: Assist Site Managers with general site needs as requested. 

• Education & Experience: Bachelor’s degree in Information Technology, Computer Science, Systems Administration, or a related field (or an equivalent combination of education and hands-on technical experience).

• Technical & Systems Proficiency: 1+ years of experience administering Microsoft Windows OS, Active Directory domain environments, Google Workspace, and Microsoft 365 user privileges.

• Hardware Troubleshooting: Demonstrated ability to troubleshoot desktop computers, tablets, peripherals, and AV equipment.

• Networking & Cybersecurity Fundamentals: Familiarity with local network management, website maintenance, VoIP phone system administration, and cybersecurity solutions and best practices.

• High Attention to Detail: Strong organizational skills, precision in compliance documentation/playbooks, and the ability to balance competing IT helpdesk requests and physical site tasks independently. 

• Vehicle & Utility Transport: Valid California Driver’s License, clean driving record, and willingness to drive a personal vehicle (mileage reimbursed) or operate company-budgeted rental utility vehicles/vans (e.g., Home Depot, Enterprise) to transport clinic equipment, hardware, and site appliances between locations.

• Regional & Air Travel: Regular driving between Southern California sites (Irvine, Long Beach, Los Angeles, and Riverside). Occasional short-duration flight to Northern California (estimated 1–2 times per year). All airfare, lodging, local transit, and portal-to-portal travel time are 100% paid by the company. 

• Physical Capability & Heavy Equipment Transport: Ability to lift 50+ lbs and utilize material handling equipment (appliance dollies, hand trucks, moving straps) to transport, position, or relocate appliances, furniture, equipment, and technology safely.

• Emergent Off-Hours Availability: Ability to handle sporadic evening or weekend urgent needs—such as security alarms, equipment malfunction, power outages, temperature alerts. Every minute spent on remote triage or on-site resolution is fully paid working time.

• Schedule: Regular employee position targeted at 30-40 hours per week (eligible for full benefits).

• Location & Workstation: Hybrid remote based out of the Irvine HQ site (Irvine, CA), with an expectation to travel to all site locations (Irvine, Long Beach, Los Angeles, Riverside, and Oakland) as needed on a regular basis. 

• Hourly Rate: $30.00 per hour

• Benefits: The company pays for 100% of individual health, dental, and vision insurance premiums for eligible employees.

• Paid Time Off (PTO): Vacation and PTO are earned at a rate equivalent to 3 weeks per year.