Enterprise Tools Specialist

SUMMARY The Enterprise Tools Specialist owns and improves our core collaboration and workflow platforms so teams can deliver reliably at scale. Acting as the primary point of contact for Jira while supporting Microsoft 365 and adjacent enterprise tools, this role stewards platform governance, integrations, automation, access controls, data/reporting, and user enablement. The Specialist aligns tooling with business needs, safeguards security and compliance, and drives continuous improvement across the stack. (Initial emphasis on Atlassian Cloud and Microsoft 365.) DUTIES & RESPONSIBILITIES Platform stewardship & governance (cross-tool) Run platform intake/triage and maintain a published roadmap and release calendar; report KPIs to leadership. Define and enforce standards: naming, templates, metadata/field glossary, permission models, lifecycle/retention, and documentation. Align identity & access across tools (SSO/SAML, SCIM), implement role-based access (least-privilege), and ensure auditability/change control. Manage vendors, licensing, app rationalization, and budget inputs; coordinate upgrades and deprecations. Atlassian Platform "” Jira Enterprise program (Phase 1) Design the target enterprise JSM architecture (single unified-project) with one customer portal and a single dynamic form that conditionally exposes fields per department/sub-department. Standardize and maintain global schemes: workflows, screens, fields, permissions, SLAs, queues, approvals, email handlers, and automation rules. Lead migrations from legacy JSM projects to the Enterprise project; plan/exe­cute data moves with minimal downtime and validate parity. Re-platform reporting: convert dashboards, filters, and subscriptions to pull from Enterprise (JQL, saved filters/boards) and retire duplicates. Implement tailored notification patterns and mailbox routing to improve responsiveness while reducing noise. Publish change notes, maintain change control with impact analysis and rollback plans; establish admin-request SLAs and reusable project templates. Post-Enterprise service projectsLaunch and govern two standardized service projects after Enterprise go-live: a Technology-wide project and a dedicated HR project. Keep Jira Software and JSM aligned where handoffs/links/automations are required without breaking project autonomy. SharePoint Online modernization (Phase 2) Redesign the hub-and-spoke site architecture; deliver site templates; define term store/metadata, content types, and retention. Set and manage unique permissions at site/library/item level; manage external sharing and periodic access reviews. Automate processes with Power Automate (approvals, provisioning, notifications) across Jira and SharePoint. Integrate Jira and SharePoint where valuable (knowledge surfacing, documentation handoffs, intake synchronization). Publish playbooks/runbooks and enable site owners and content stewards. Reporting & analytics Deliver executive and operational dashboards (service levels, throughput, backlog health, cycle/lead time, approvals, aging) and data dictionaries. Monitor portal usage and adoption; identify bottlenecks and recommend improvements backed by data. Security, risk & compliance Apply least-privilege and segregation-of-duties principles; manage retention/eDiscovery; support HIPAA/HiTrust controls in platform configuration. Operate a lightweight change advisory practice for impactful changes; participate in incident response where platform changes are involved. Enablement & support Provide office hours, micro-trainings, admin guides, and self-service kits; drive adoption campaigns and consistent onboarding for new teams. Serve as escalation SME for Jira and adjacent tools; mentor project admins and power users. REQUIREMENTS & QUALIFICATIONS Required 4+ years administering Jira Cloud at scale, including JSM and Jira Software. Expertise in Automation for Jira, JQL mastery, and REST API usage for migrations/advanced changes. Experience with Atlassian Access, SSO (SAML), SCIM, permission governance, and audit-ready change control. SharePoint Online administration: hub/site architecture, unique permissions, metadata/term store, retention, and governance. Power Automate experience for Jira/SharePoint workflows (connectors, webhooks, approvals, notifications). SharePoint Online administration experience: hub/site architecture, unique permissions, metadata/term store, retention, and governance. Strong stakeholder communication; translates business needs into scalable, well-documented solutions.Healthcare experience is strongly preferred. Preferred Atlassian certifications (ACP-620, ACP-420/ACP-120, ITSM Specialty). Confluence administration, Assets/CMDB basics, Advanced Roadmaps, or reporting addons (e.g., Projectrak/Structure). Scripting (PowerShell/Python) for automation and data migrations. Education: Bachelor's in Information Systems, Computer Science, or related field; or equivalent practical experience. COMPETENCIES Problem Solving - Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in group problem solving situations; Uses reason even when dealing with emotional topics. Technical Skills - Assesses own strengths and weaknesses; Pursues training and development opportunities; Strives to continuously build knowledge and skills; Shares expertise with others. Change Management - Develops workable implementation plans; Communicates changes effectively; Builds commitment and overcomes resistance; Prepares and supports those affected by change; Monitors transition and evaluates results. Quality Management - Looks for ways to improve and promote quality; Demonstrates accuracy and thoroughness. Strategic Thinking - Develops strategies to achieve organizational goals; Understands organization's strengths and weaknesses; Analyzes market and competition; Identifies external threats and opportunities; Adapts strategy to changing conditions. HOW WE BEHAVE: OUR CORE VALUES Collaborative - We are friendly, and always ready to lend a hand; We are humble, and willing to admit mistakes; We trust our team and use respectful conflict to make decisions. Entrepreneurial - We are personally committed, and hunger for Alivi's success; We show passion, and do more with what we have; We don't give up, and always find ways to get the job done. Dynamic - We gladly welcome change; We are smart, and challenge how things are done; We adapt quickly, and readily embrace new roles, and projects.

Created: 2025-10-02