Email Administrator

Job title: Email Administrator

About the Role The Email Administrator reports to the Deputy CIO for Technology Administration and is responsible for administering, maintaining, and supporting Xavier's Microsoft 365 messaging environment (Exchange Online, Exchange Online Protection) and hybrid connectivity with on-premises Active Directory. This role manages identity and access via Microsoft Entra ID, monitors tenant health, mail flow, and service performance, and collaborates with the University's CSIRT on email-borne incidents. You will implement security controls, ensure compliance, and develop training materials for end users.

What You'll Do

• Manage and administer the Microsoft 365 tenant including Exchange Online, Entra ID, and hybrid Active Directory on-premises servers; monitor health and performance via Microsoft 365 Admin Center, Exchange Admin Center, and Entra ID portal.
• Lead planning, coordination, migrations, and upgrades of messaging platform components.
• Administer Entra Connect synchronization between on-premises AD and Entra ID; troubleshoot synchronization issues.
• Configure and maintain email security controls, including anti-spam, anti-phishing, and anti-malware policies; Safe Links; Safe Attachments; and DMARC/DKIM/SPF.
• Administer email archiving, retention policies, eDiscovery, Data Loss Prevention (DLP), and sensitivity labels to meet compliance requirements.
• Support email access on mobile devices through Microsoft Intune and Conditional Access policies.
• Serve on the CSIRT; detect, analyze, contain, and remediate email-borne security incidents; perform threat hunting and forensic analysis of email headers, message traces, and audit logs.
• Provide tiered end-user support, troubleshoot complex issues, and escalate as needed.
• Provide recommendations and plans for improvements to the messaging infrastructure; document internal policies and develop training materials for end users.
• Coordinate activities across IT resources in a matrix environment; contribute to project management efforts and meet deadlines.

What We're Looking For

• A Bachelor’s degree in Computer Engineering, Computer Science, Information Technology, or a closely related field.
• 5–10 years of enterprise messaging system administration with Microsoft 365 / Exchange Online and hybrid environments.
• In-depth knowledge of Microsoft 365 administration (Exchange Online, Entra ID, Entra Connect, Microsoft 365 Admin Center) and experience managing hybrid Active Directory (on-premises domain controllers, AD Sites and Services, Group Policy, and directory synchronization with Entra Connect).
• Administration of email authentication protocols (SPF, DKIM, DMARC), encryption technologies (Microsoft Purview Message Encryption, S/MIME, TLS), and Microsoft Defender for Office 365.
• Proficiency in PowerShell for Microsoft 365 and Exchange Online administration; ability to create and maintain scripts for automation of identity, mailbox, and compliance tasks.
• Proven ability to troubleshoot and resolve complex technical problems across cloud and on-premises messaging systems.
• Experience investigating and responding to email-based security incidents (phishing, BEC, account takeover, malware delivery).
• Knowledge of ITIL, change management, and project management practices.
• Preferred: Microsoft certifications such as MS-102, SC-300, or AZ-800/AZ-801.
• Preferred: experience with Microsoft Purview compliance solutions including eDiscovery, retention policies, DLP, and sensitivity labels.
• Familiarity with Conditional Access policies, MFA, and Zero Trust security principles.
• Experience participating in CSIRT/SOC or similar incident response teams; familiarity with incident response frameworks (NIST SP 800-61).
• Knowledge of SIEM platforms and the ability to correlate email security events with broader threat intelligence.
• Experience managing Microsoft Intune for mobile device email configuration and compliance.
• Strong written and interpersonal communication skills; ability to communicate effectively with clients, management, and technical staff; adept at time management and working in a matrix environment.
• Demonstrated collaboration, initiative, professionalism, and basic project management and technical documentation skills.

Nice to Have

• Microsoft certifications such as MS-102, SC-300, AZ-800/AZ-801 (already listed as preferred).
• Experience with Microsoft Purview compliance solutions (eDiscovery, retention, DLP, sensitivity labels).
• Familiarity with Conditional Access, MFA, Zero Trust security principles.
• CSIRT, SOC, or incident response team experience; familiarity with NIST SP 800-61.
• SIEM experience and threat intelligence correlation.
• Experience managing Microsoft Intune for mobile device email configuration and compliance.

Compensation & Benefits

• Salary and benefits not disclosed in the posting. Some evening, weekend, and holiday hours are required; on-call rotation may be required. Full-time position with 24/7 on-call expectations.