IT Systems Administrator

The Company
Medely is a high-growth series-C technology start-up reimagining the future of healthcare work by providing an on-demand marketplace and workforce management tools. With the support of top-tier investors, Medely has quickly become a go-to platform for healthcare professionals to instantly access high-paying jobs with the freedom and flexibility to work when and where they want.
As a fully remote team of sharp, collaborative, and entrepreneurial individuals, we are dedicated to redefining the way healthcare workers and facilities work together to provide for patients. We are looking for passionate and skilled professionals to join our team and help us take on tough challenges in this fast-expanding healthcare industry segment.
Join us in our mission to transform the healthcare staffing industry and improve patient lives!
The Role
Medely's IT team is small, high-leverage, and remote-first. We support a distributed workforce on a modern SaaS stack including, but not limited to, Okta, Google Workspace, Slack, Zoom and Zoom Phone, Notion, our ticketing platform (Medely Help), Iru MDM, Rippling, Ashby, Torii, and dozens of business apps. Day-to-day support volume is modest and well-documented; most of this role's time goes to building, securing, and automating the systems underneath.
This role is a hybrid: part hands-on IT generalist (the occasional password/MFA reset, break/fix, or machine swap, plus the employee lifecycle), part IT Systems Administrator (owner of identity, device, and SaaS architecture), and part automation architect (the person who turns repeated work into workflows, APIs, and safe AI-assisted processes), all with a security-first mindset.
You'll be the engineer who makes access control automatic, auditable, and least-privilege by default, and who makes IT's operational data clean enough to measure, report on, and automate against.
WHY THIS ROLE EXISTS
- Support is manageable, but it can be smarter. Truly hands-on IT work (a password reset here, a laptop replacement there) is light. The bigger opportunity is the repeatable stuff, like app access requests, which should be self-service, policy-driven, or fully automated.
- SaaS sprawl and shadow IT are real. Teams adopt tools quickly. We use Torii to discover and govern them, and we need someone to turn those findings into ownership, Okta-backed access, and renewal decisions.
- Access control still has manual seams. Some apps are provisioned from Rippling instead of Okta, some support SCIM but aren't configured, shared service accounts need governance, and RBAC for Sales/RevOps and other departments needs to be operationalized end to end.
- The lifecycle has timing and trigger gaps. Rippling → Okta activation timing, Ashby/Rippling → ticketing platform onboarding triggers, and offboarding audit trails all need durable, engineered workflows.
- Device trust is maturing. Okta Device Trust with Iru on macOS and Windows is live and expanding; we've seen why enrollment controls (not just access controls) matter.
- AI adoption is accelerating. Claude, Notion AI and agents, and n8n are in use. We need someone who can enable them quickly and safely, with scoped access, data-sensitivity controls, and governance.
- We have the platforms to automate. n8n (self-hosted), Okta Workflows, ticketing platform workflows/webhooks/API, and Notion databases are in place. We need someone who lives in them.
WHAT YOU'LL OWN
Responsibilities include, but are not limited to, the following:
1) IDENTITY & ACCESS MANAGEMENT (OKTA-FIRST)
- Own Okta as the control plane: SSO (SAML/OIDC), SCIM provisioning, group rules, profile/attribute mapping, authentication policies, MFA/FastPass, and admin role scoping
- Drive Okta to be the single source of provisioning for every eligible app; migrate remaining Rippling-provisioned apps and configure SCIM where supported but unused
- Design and maintain RBAC by department, role, and seniority; publish and maintain access control matrices
- Build birthright access, time-bound access (e.g., international travel), and automatic revocation
- Govern service and shared accounts: inventory, ownership, conversion to named accounts, credential rotation
- Run recurring access reviews and produce audit-ready evidence for SOC 2 and security reviews
- Partner with Security on zero-trust posture, device admission, geofencing, and Okta system log monitoring
2) AUTOMATION, WORKFLOWS & INTEGRATIONS
- Design, build, and maintain automations in n8n, Okta Workflows, and our ticketing platform, connecting Okta, Rippling, Ashby, the ticketing platform, Slack, Google Workspace, Notion, and business apps
- Use REST APIs, webhooks, OAuth/API tokens, and JSON payloads confidently; read vendor API docs and build reliable integrations with error handling, retries, logging, and alerting
- Automate the employee lifecycle end to end: pre-hire prep, staged Okta creation and timed activation, Day-1 access, role/department changes, and offboarding with access revocation and audit trail
- Partner closely with HR / People Ops on lifecycle management: agree on HRIS data standards and trigger timing, coordinate start dates, role changes, leaves, and terminations (including sensitive or same-day exits), and handle HR data with discretion
- Turn access requests into self-service catalog items with approval routing by app sensitivity (Slack approve/deny, owner approvals, automatic provisioning on approval)
- Treat automations as production systems: version control or exportable definitions, documentation, runbooks, credential hygiene, least-privilege service accounts, and ownership
3) DEVICE MANAGEMENT (MACOS & WINDOWS)
Our fleet is roughly 85% macOS and 15% Windows. Mac is the default, but Windows users get the same level of support, security, and polish.
- Own MDM across macOS and Windows (Iru; experience with Kandji, Jamf, and/or Intune expected): enrollment (ABM/ADE, Autopilot), blueprints/profiles, compliance baselines, patching, app deployment, and FileVault/BitLocker
- Maintain and extend Okta Device Trust (device identity certificates, managed-device attestation, desktop and mobile auth policy rules)
- Harden enrollment controls so factors and devices can only be enrolled from managed, compliant hardware
- Own hardware lifecycle tooling and data: assignment, shipping, recovery, resale/disposal, and reconciliation with Finance
4) IT OPERATIONS & SERVICE EXCELLENCE
- Serve as frontline support for Medely Help (our ticketing platform): identity, device, SaaS, and cross-system issues
- Handle the occasional hands-on fix with care: password/MFA resets with proper identity verification, break/fix troubleshooting, and remote machine replacement (ship, wipe, re-enroll, recover)
- Own ticketing platform configuration: request catalog, forms, routing, categories, SLAs, inbox boundaries (privacy-aware for HR/sensitive queues), and AI triage behavior
- Maintain a strong Helpdesk Knowledge Base and IT internal runbooks in Notion
- Help build sustainable IT operating rhythms: roadmap hygiene, weekly status, ownership on every card, and visible deadlines
5) ZOOM & ZOOM PHONE ADMINISTRATION
- Own Zoom Workplace administration: Okta SSO and SCIM provisioning, license types and assignment, roles, groups, account- and group-level settings and locks, and add-on management
- Manage meeting and recording policy: cloud recording settings, retention, sharing defaults, and access controls aligned with Security and Legal
- Govern Zoom AI Companion and other AI features: who has them, what's enabled, and how summaries and recordings are stored and shared
- Administer Zoom Phone end to end: number inventory and assignment, porting, call queues, auto receptionists/IVR, business hours and holiday routing, voicemail, and call handling for operational teams
- Own Zoom Phone compliance and reliability: emergency (E911) addresses, call recording policies and notices, SMS/10DLC registration, and call quality troubleshooting
- Build Zoom and Zoom Phone into the employee lifecycle: automatic license and number assignment on hire, call queue and routing updates on role changes, and number reclamation, recording handoff, and license recovery on offboarding
- Track Zoom usage and licenses to right-size seats and Zoom Phone plans at renewal
6) SAFE AI ENABLEMENT
- Enable AI tools (Claude, Notion AI/agents, and new entrants) through Okta SSO/SCIM, group-based entitlements, usage controls, and approval workflows
- Build AI-assisted IT workflows (ticket triage, KB drafting, access request intake, reporting) with human-in-the-loop checkpoints where risk warrants
- Design, build, and maintain governed AI integrations using LLM APIs (Anthropic/OpenAI), MCP connectors, and AI agents (including Notion agents and n8n AI nodes), with scoped credentials, data boundaries, logging, and clear ownership
- Put safeguards in place for every employee using AI tools: approved-tool list, data classification guidance (what never goes into a prompt: PII, PHI, credentials, customer data), connector and integration scoping, admin settings like data retention and training opt-outs, and audit logging
- Make safe use the easy path: short, practical guidance and training in Notion, a clear request path for new AI tools, and fast reviews so people don't route around IT
- Partner with Security and Legal on AI acceptable-use policy, vendor reviews, and periodic checks of how AI tools are actually being used
7) SAAS GOVERNANCE & SHADOW IT (TORII)
- Own Torii as the system for SaaS discovery: find unsanctioned apps, OAuth grants, and browser-extension sign-ups, and triage them (approve and bring under Okta, replace with a sanctioned tool, or shut down)
- Assign a business owner to every app and keep the SaaS inventory current
- Use Torii usage for automated license reclamation and consolidation
- Build

Employment type
FullTime

Work arrangement
Yes