Information Technology Systems Specialist - Limited Term

UCSF Health Medical Foundation•Emeryville, CA

About The Position

The IT Systems Specialist is a limited-term role responsible for improving, organizing, and maintaining the organization’s SharePoint intranet environment. Working under the direction of the IT Director and in partnership with operational leaders and content owners, this role will assess the current SharePoint environment; develop an organized, user-friendly intranet structure; migrate and manage content and train staff on effective use of SharePoint tools. The role serves as a subject-matter resource for SharePoint sites, permissions, document libraries, collaboration tools, and intranet content. The position is expected to balance technical administration with strong project management, communication, and end-user support skills.

Requirements

Advanced knowledge of SharePoint Online, including site creation, page design, document libraries, lists, permissions, metadata, navigation, search, version control, and content management.
Knowledge of Microsoft 365 applications and collaboration tools, including Teams, OneDrive, Outlook, and Microsoft Office.
Knowledge of intranet design principles, information architecture, document-management practices, content governance, and user-access management.
Ability to assess complex content environments and translate operational needs into practical, user-friendly SharePoint solutions.
Ability to develop and maintain clear governance standards, content ownership processes, naming conventions, and documentation practices.
Ability to manage multiple projects, competing priorities, and stakeholder needs in a fast-paced environment.
Strong analytical, organizational, project-management, written, and verbal communication skills.
Ability to explain technical concepts and system requirements clearly to nontechnical staff.
Strong attention to detail and commitment to accuracy, confidentiality, data security, and user experience.
Ability to work independently while collaborating effectively with IT, operations, clinical leaders, and department content owners.

Nice To Haves

Relevant Microsoft 365 or SharePoint certification preferred.
Experience leading or supporting SharePoint migrations, intranet redesigns, content clean-up initiatives, or Microsoft 365 adoption projects preferred.
Healthcare, nonprofit, or similarly regulated-industry experience preferred.

Responsibilities

Assess the current SharePoint and intranet environment, including site structure, document libraries, content, permissions, navigation, and user experience.
Develop and implement an organized, scalable SharePoint and intranet structure that supports operational, clinical, and administrative teams.
Build, configure, and maintain SharePoint sites, pages, lists, document libraries, metadata, navigation, permissions, workflows, and templates.
Partner with department leaders and designated content owners to identify, organize, update, archive, and migrate content.
Improve usability and accessibility of intranet content by creating clear page layouts, standardized templates, intuitive navigation, and searchable resources.
Establish and document SharePoint governance standards, including roles and responsibilities, site ownership, content-review expectations, permission-management practices, and publishing guidelines.
Review and manage user access and permissions to ensure appropriate access to confidential and sensitive organizational information.
Support the migration of shared-drive, email, and legacy intranet content into approved SharePoint locations, while identifying duplicate, outdated, or unnecessary materials for archival or removal.
Create end-user training materials, quick-reference guides, and communications related to SharePoint, document management, content publishing, and intranet navigation.
Provide individual and group training to site owners, content contributors, and staff with varying levels of technical knowledge.
Troubleshoot routine SharePoint, Microsoft 365, permissions, document-management, and intranet-access issues; coordinate with internal IT teams or vendors for advanced technical support as needed.
Monitor site usage, content quality, user feedback, and governance compliance; recommend enhancements to improve adoption and effectiveness.
Maintain project plans, implementation documentation, issue logs, decisions, and status updates for assigned SharePoint and intranet initiatives.
Perform other related duties and special projects as assigned.