IT/Operations & Facilities Specialist

Job Description

Job Description

The IT/Ops & Facilities Specialist is responsible for supporting and maintaining the organization's technology infrastructure, end-user systems, and operational technology needs. Serving as the primary point of contact for IT support, this role manages hardware and software deployment, user account administration, device and asset management, onboarding and offboarding, network and system troubleshooting, and support for cloud-based platforms and cybersecurity initiatives.

As a secondary responsibility, the Specialist supports office operations and facilities coordination, including vendor management, office equipment maintenance, workspace readiness, supply procurement, and building-related service requests. The role also assists with reception and visitor support, client correspondence, client registration, data entry, payment processing and reconciliation, and other administrative and operational functions that contribute to the efficient day-to-day operation of the organization.

Working closely with billing, operations, and leadership teams, the IT/Ops & Facilities Specialist helps ensure secure, efficient, and compliant technology, business, and workplace operations. This position requires strong technical aptitude, organizational skills, attention to detail, customer service orientation, and the ability to effectively collaborate across departments while managing multiple priorities. The role is an on-site position with a regular work schedule of Tuesday through Saturday. 

(All tasks will be assigned according to the time on the employee's schedule per week. When working at 1 FTE, tasks will be assigned accordingly.)

Primary Responsibilities:

IT & Systems Support

• Provide responsive IT support to staff, volunteers, and contractors in a manner that accommodates diverse learning styles.
• Set up, manage and maintain MDM solution for remote workers and general device management in accordance with HIPAA and cyber security practices
• Establish and maintain network/user logins, email accounts, phone ports, and virtual extensions.
• Manage and maintain EHR and other online systems; troubleshoot technical issues using sandbox environments.
• Build and update forms in coordination with Operations and Quality Assurance to ensure compliance with regulatory requirements.
• Oversee onboarding and offboarding IT processes, including equipment setup and account access.
• Responsible for website creation and maintenance.
• Maintain relationships with IT and technology vendors.
• Ensure office equipment (copiers, printers, scanners, mail machines, computers) is operational; replace toner and supplies; submit service requests as needed.
• Create and maintain IT manuals and guides
• Provide systems training to staff and volunteers.
• Other duties/projects as assigned

Administrative & Financial Support

• Process payments, record transactions, reconcile accounts, and track balances in collaboration with the Billing and Operations Manager.
• Perform filing, data entry, auditing, and financial tracking duties.
• Handle office supply ordering and programmatic purchase needs in alignment with budget and invoice procedures.
• Coordinate client registration, referrals, waitlist management, and eligibility communications.
• Provide front desk phone coverage and respond to daily staff and client requests.
• Other duties/projects as assigned

Office & Facilities Operations

• Open and close the center and assigned rooms as scheduled.
• Oversee general office organization, cleanliness, and readiness of common areas, conference rooms, meeting rooms, and breakrooms.
• Set up and break down rooms for meetings, training, workshops, and events.
• Coordinate with vendors for facility-related services (security, cleaning, maintenance).
• Research, request, and review bids for services and purchases.
• Ensure facilities meet health, safety, and environmental standards.
• Respond to facility-related emergencies and coordinate appropriate action.
• Manage deliveries, including signature-required and confidential documents.
• Take out and return trash and recycling receptacles in common areas.
• Organize and maintain supply and storage areas.
• Create and post flyers, signs, and informational materials as needed.
• Other duties/projects as assigned

Minimum Requirements and Qualifications:

• Bachelor's degree in Computer Science, Information Technology, Management Information Systems (MIS), Computer Engineering, or a related field.
• Equivalent combination of education, certifications, and relevant work experience may be considered
• Certifications preferred: CompTIA A+, CompTIA Network+, CompTIA Security+, Microsoft Certified Azure Administrator, AWS Certified SysOps Administrator, ITIL Foundation
• Experience supporting desktop and laptop environments across Windows and macOS, including deploying, configuring, and troubleshooting Apple and Windows devices.
• Experience with Active Directory, Microsoft 365, device management, networking, and cloud-based services.
• Strong troubleshooting skills for desktop, laptop, mobile device, and network-related issues.
• Experience administering endpoint management solutions such as Intune, Jamf, Kandji, Apple Business Manger, or equivalent.
• Understanding of: TCP/IP, DNS, DHCP, VPNs, Firewalls, Wireless networking, Backup and disaster recovery solutions
• Basic infrastructure automation and monitoring
• Knowledge of: Multi-factor authentication (MFA), Endpoint security, Vulnerability management, Security best practices, Compliance frameworks (SOC 2, ISO 27001, HIPAA etc)
• Knowledge of cybersecurity best practices and IT operational procedures.
• Working knowledge of network systems, user account management, and office equipment maintenance.
• Ability to manage multiple priorities and respond to urgent issues
• Strong adaptability, organization, problem-solving and communication skills.
• Familiarity with HIPAA, Mental Health / Clinical Services, Telehealth Services
• Strong problem-solving and analytical skills.
• Excellent verbal and written communication.
• Customer-service mindset.
• Strong documentation and organizational skills.
• Must be able to work in a busy and shared office environment with moderate to high noise level with frequent contact and interruption
• Physical ability to lift 25–40 lbs, bend, kneel, and work in stationary positions for extended periods.
• Excellent technology and computer skills: Google Workspace, Word, Excel, Salesforce database, and EHR (electronic health record) experience etc
• Willingness to work a flexible schedule, including evenings and weekends.
• Is adaptable and open to change and new information; adapts behavior and work methods in response to new information, changing conditions, or unexpected obstacles
• Manual dexterity for use of keyboard, tools, controls; repetitive motion that may include the wrists, hands, and/or fingers
• Light work that may include moving or lifting objects up to 25-40 pounds
• Ability to squat, bend at the waist, crouch, reach overhead and horizontally, and kneel
• Remaining in a stationary position, often standing, or sitting for prolonged periods, while at a desk or working on a computer
• Must be willing to work a flexible onsite schedule to accomplish all major responsibilities; This includes weekdays, evenings, and weekends
• This is an onsite position in downtown Berkeley, CA. Must be able to reliably commute to location on a daily basis. (We’re near a BART station!)

COMPENSATION:

• $30-38 hourly, depending on experience
• Full-time position: 40 hrs a week
• 100% employer-paid medical, dental, and vision benefits for employees (share-of-cost subject to change with fair warning)
• 24+ paid holiday, 10 days of organizational closure: one week in winter, one in summer, 2 floating holidays, PTO/Vacation time, Wellness time, and Bereavement, scaled to FTE.

APPLICATION PROCESS:

Applications will be received and considered on a rolling basis until the position is filled. Please send your application materials including your cover letter, diversity statement, and resume with “IT/Ops specialist application” in the email subject . Include at least 2 professional references. References will not be contacted without providing you notice. Visit our website for more information -opportunities

ABOUT THE PACIFIC CENTER:
Pacific Center for Human Growth is a 501(c)3 non-profit organization and an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to sex, gender identity, sexual orientation, race, color, religion, national origin, disability, protected Veteran status, age, or any other characteristic protected by law. We also consider qualified applicants regardless of criminal histories, consistent with legal requirements. QTBIPOC, LGBTQIA+, and multilingual candidates are especially encouraged to apply.

Pacific Center for Human Growth is an LGBTQIA+ mental health clinic in Alameda County, and a critical resource for the health and wellness needs of the local LGBTQIA+ and QTBIPOC communities. Founded in 1973, Pacific Center has, for decades, offered low cost individual, couples and family mental health services; HIV support services; peer support groups; older adult services; and a vibrant youth program for the LGBTQIA+ community in Alameda County and beyond.

Company Description

ABOUT THE PACIFIC CENTER:\r\nPacific Center for Human Growth is a 501(c)3 non-profit organization and an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to sex, gender identity, sexual orientation, race, color, religion, national origin, disability, protected Veteran status, age, or any other characteristic protected by law. We also consider qualified applicants regardless of criminal histories, consistent with legal requirements. QTBIPOC, LGBTQIA+, and multilingual candidates are especially encouraged to apply. \r\n\r\nPacific Center for Human Growth is an LGBTQIA+ mental health clinic in Alameda County, and a critical resource for the health and wellness needs of the local LGBTQIA+ and QTBIPOC communities. Founded in 1973, Pacific Center has, for decades, offered low cost individual, couples and family mental health services; HIV support services; peer support groups; older adult services; and a vibrant youth program for the LGBTQIA+ community in Alameda County and beyond.