IT Systems and Web Administrator

A US-based healthcare practice is seeking an IT and Web Systems Administrator to manage, maintain, and improve the technical infrastructure that keeps the organization running. This is a broad, hands-on role that spans IT systems administration, Zoho platform management, website development and maintenance, healthcare system support, AI tool administration, cybersecurity, and vendor management.

The right candidate is technically versatile, highly organized, and comfortable working independently within a healthcare environment. Because this organization handles protected health information, HIPAA compliance and a strong security mindset are non-negotiable. Experience supporting US-based healthcare or medical practices is strongly preferred.

Key Responsibilities

1. IT Systems Administration and Technical Support

•      Manage, maintain, and troubleshoot company IT systems, software, email accounts, and technical infrastructure

•      Maintain a secure, organized inventory of IT systems, administrator accounts, login credentials, software licenses, and vendor access

•      Manage user permissions, multifactor authentication (MFA), 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

2. Zoho Platform Administration

•      Administer and maintain the organization's Zoho suite, including Zoho Desk, Cliq, Workplace, Forms, Sheets, People, Campaigns, Sign, and other active Zoho applications

•      Create, update, and troubleshoot digital forms, templates, workflows, automations, and integrations within Zoho

•      Manage user accounts, permissions, configurations, and application settings

•      Support staff with Zoho-related issues and identify opportunities to improve operational efficiency

3. Website Development and Maintenance

•      Use HTML, CSS, and JavaScript to develop, customize, troubleshoot, and maintain the company website

•      Update website layouts, styling, interactive features, and responsive designs for both desktop and mobile

•      Troubleshoot website functionality, scripts, forms, embedded tools, and third-party integrations

•      Customize website components and support chatbot integrations, online forms, and automated workflows

•      Apply website security best practices and identify potential vulnerabilities

•      Manage website hosting, domain settings, DNS, SSL certificates, and content management systems

•      Support integrations with Zoho applications, CRM systems, online scheduling tools, and marketing automation platforms

4. AI Tools and Workflow Automation

•      Administer and support the organization's 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, assist with documentation, and automate repetitive tasks

•      Help staff use AI tools effectively for approved business purposes, including content drafting, data organization, research, and process improvement

•      Explore and support integrations between AI platforms, Zoho applications, website tools, chatbots, and other business systems

•      Evaluate AI tools for functionality, security, privacy, reliability, and compatibility with existing systems

•      Help establish and enforce company guidelines for responsible AI use, including protecting confidential and patient information

•      Ensure AI tools are used in accordance with company policies and HIPAA requirements; protected health information (PHI) must never be entered into an AI platform unless specifically approved by the organization

5. Cybersecurity and Website Security

•      Monitor and troubleshoot website issues, suspicious activity, potential cyberattacks, phishing attempts, and other security concerns

•      Coordinate incident response, security remediation, backups, and recovery with appropriate technical specialists or vendors

•      Maintain domain registration, DNS settings, hosting accounts, SSL certificates, and renewal records

•      Protect company systems and confidential information through appropriate security controls and access management

6. RingCentral Administration

•      Manage RingCentral user accounts, extensions, phone configurations, call routing, voicemail, and related communication settings

•      Troubleshoot phone system issues and coordinate with RingCentral support when necessary

•      Maintain accurate user assignments and access during staff onboarding and offboarding

•      Monitor system functionality and resolve communication disruptions

7. Healthcare Systems, Insurance Portals, and Referral Platforms

•      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 and troubleshooting for referral platforms including Lyra, ComPsych, Zocdoc, and Psychology Today

•      Maintain and update practice profiles, scheduling information, and administrative access across all platforms

•      Protect patient information and comply with all applicable HIPAA requirements and security procedures

8. Social Media and Online Presence

•      Maintain the organization's social media accounts, login access, and account administration

•      Coordinate approved social media updates and help maintain accurate business information across online platforms

•      Monitor online reviews and notify the appropriate team members when responses or follow-up are needed

•      Help maintain the practice's digital presence, including website content, provider listings, and online directories

•      Ensure public responses never disclose protected patient information

9. Vendor Accounts and Subscription Management

•      Maintain a centralized inventory of vendor accounts, service subscriptions, billing contacts, and renewal dates

•      Organize and track vendor subscription records and receipts for technology providers

•      Coordinate with vendors regarding account access, technical issues, service changes, and renewals

•      Keep records of active services, authorized users, account ownership, and cancellation or renewal requirements

10. Staff and Provider Onboarding and Offboarding

•      Set up and configure accounts for new providers and staff across all approved company systems

•      Coordinate access to Zoho applications, RingCentral, eCW, insurance portals, email, and other required platforms

•      Maintain onboarding and offboarding checklists to ensure all required access is provisioned or removed appropriately

•      Update permissions, user assignments, distribution groups, calendars, and system records when staff join, leave, or change roles

•      Ensure all access changes are authorized, documented, and completed promptly

11. Documentation and Operational Continuity

•      Maintain a master inventory of systems, authorized administrators, vendor contacts, subscriptions, and recovery procedures

•      Document system configurations, workflows, integrations, troubleshooting steps, and ongoing technical projects

•      Maintain secure and up-to-date records of company-owned accounts and login recovery methods

•      Ensure critical systems are never dependent on undocumented processes or a single individual's knowledge

•      Assist management with technical reporting, process improvement, and continuity planning

Qualifications

Required

•      Minimum 2 years of experience in IT systems administration, website maintenance, or a comparable technical support role

•      Working knowledge of HTML, CSS, and JavaScript, and experience with website hosting and troubleshooting (e.g., GoDaddy, DNS management, SSL)

•      Experience with Zoho applications or a comparable cloud-based operations platform

•      Experience with RingCentral or a similar VoIP and communications platform

•      Strong understanding of user access management, account security, MFA, phishing prevention, data backups, and cybersecurity best practices

•      Experience with staff onboarding and offboarding across multiple systems

•      Strong troubleshooting, documentation, and organizational skills

•      Experience working with remote or international teams

•      Reliable high-speed internet connection and a professional, secure home workspace

Preferred

•      Healthcare experience, including HIPAA compliance and EHR/EMR troubleshooting (eClinicalWorks preferred)

•      Familiarity with insurance payer portals, referral platforms (Lyra, ComPsych, Zocdoc, Psychology Today), or behavioral health practice systems

•      Experience with AI tools and platform administration (ChatGPT, Claude, Microsoft Copilot, Google Gemini)

•      Experience with integrations, automation, and workflow tools

•      Basic social media administration experience

Requirements

This is a full time role

Up to $10/hr

100% Remote