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Email Administrator

Xavier University of Louisiana is accepting applications for the position of Email Administrator. This position reports to the Deputy CIO for Technology Administration. Administers, maintains, and supports the University’s Microsoft 365 messaging environment, including Exchange Online, Exchange Online Protection, and hybrid Exchange connectivity with on‑premises Active Directory. Manages user identity and access through Microsoft Entra ID and hybrid Active Directory infrastructure, including directory synchronization via Microsoft Entra Connect. Monitors tenant health, mail flow, and service performance using the Microsoft 365 Admin Center, Exchange Admin Center, and Entra ID portal. Configures and maintains email security controls, including anti‑spam, anti‑phishing, anti‑malware policies; Safe Links; Safe Attachments; and DMARC, DKIM, and SPF authentication. Administers email archiving, retention policies, eDiscovery, Data Loss Prevention (DLP), and sensitivity labels to meet compliance requirements. Supports email access on mobile devices through Microsoft Intune and Conditional Access policies. Serves as a member of the University’s Computer Security Incident Response Team (CSIRT), collaborating with colleagues to detect, analyze, contain, and remediate email‑borne security incidents such as phishing campaigns, business email compromise (BEC), account takeovers, and malware distribution. Performs threat hunting and forensic analysis of email headers, message traces, and audit logs to support incident investigations. Provides tiered end‑user support, troubleshooting complex issues, and escalating as needed. Provides recommendations and plans for improvements to messaging infrastructure. Documents internal policies and develops training materials for end users. AA/EOE

Full‑time position with on‑call 24/7. Performs other related duties and special projects as assigned; some evening, weekend, and holiday hours are required. On‑call rotation may be required.

• Manage and administer the Microsoft 365 tenant, including Exchange Online, Entra ID, and hybrid Active Directory on‑premises servers.
• Lead planning and coordination of messaging platform enhancements, migrations, and upgrades.
• Administer Entra Connect synchronization between on‑premises Active Directory and Entra ID; troubleshoot sync issues and manage attribute filtering.
• Manage mailbox provisioning, licensing, shared mailboxes, distribution groups, Microsoft 365 Groups, and resource mailboxes.
• Monitor and maintain email security posture using Microsoft Defender for Office 365, including threat investigation and incident response.
• Configure and maintain mail‑flow rules, connectors, accepted domains, and transport policies in Exchange Online.
• Administer Conditional Access policies and MFA as they relate to email and identity security.
• Serve as an active member of the University’s CSIRT; respond to email‑borne security incidents, including phishing, business email compromise, account takeover, and malware campaigns.
• Investigate compromised accounts by analyzing Entra ID sign‑in logs, Unified Audit Logs, and message traces; execute containment actions such as session revocation, password resets, and mailbox remediation.
• Conduct proactive threat hunting across Microsoft Defender for Office 365 Threat Explorer and Advanced Hunting to identify emerging email threats.
• Manage and tune anti‑phishing, Safe Links, and Safe Attachments policies based on threat trends and post‑incident lessons learned.
• Review and respond to alerts from Microsoft Defender for Office 365, Entra ID Protection, and any integrated SIEM platform.
• Develop and deliver end‑user security awareness content focused on phishing recognition, social engineering, and safe email practices.
• Participate in disaster recovery and business continuity planning, including backup, recovery, and failover procedures for messaging services.
• Provide Tier 2 end‑user support for email, calendar, and identity‑related issues.
• Maintain policies and standard operating procedures to maximize system uptime and service reliability.
• Monitor email alerts, Microsoft 365 Service Health dashboard, and KPIs to ensure optimal messaging performance.
• Identify training needs and maintain current knowledge of Microsoft 365, Entra ID, and cloud messaging technologies.
• Advanced skills with PowerShell or a similar scripting platform for task automation across Exchange Online and Entra ID.

• 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 Exchange environments.
• In‑depth knowledge of Microsoft 365 administration, including Exchange Online, Microsoft Entra ID, Entra Connect, and the Microsoft 365 Admin Center.
• Experience managing hybrid Active Directory environments, including 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 quickly troubleshoot and resolve complex technical problems across cloud and on‑premises messaging systems.
• Experience investigating and responding to email‑based security incidents, including phishing, business email compromise, account takeover, and malware delivery.
• Knowledge of industry‑standard best practices for IT support (e.g., ITIL), change management, and project management.

• Microsoft certifications such as MS‑102 (Microsoft 365 Administrator), SC‑300 (Identity and Access Administrator), or AZ‑800/AZ‑801 (Windows Server Hybrid Administrator).
• Experience with Microsoft Purview compliance solutions, including eDiscovery, retention policies, DLP, and sensitivity labels.
• Familiarity with Conditional Access policies, Multi‑Factor Authentication (MFA), and Zero Trust security principles.
• Experience participating in a CSIRT, SOC, or similar incident response team; familiarity with incident response frameworks (e.g., 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.
• Technically savvy with a solid understanding of enterprise messaging systems, identity platforms, and hybrid infrastructure.
• Strong written and interpersonal communication skills; ability to communicate effectively with clients, management, and technical staff at all levels.
• Time‑management skills and the ability to establish reasonable and attainable deadlines for resolution.
• Customer focus with the ability to understand and anticipate end‑user needs.
• Ability to coordinate the activities of a diverse set of IT resources in a matrix environment.
• Proven ability to prioritize, organize, and manage multiple tasks in a fast‑paced environment.
• Demonstrated collaboration and teamwork abilities; proven initiative, professionalism, basic project management experience, and technical documentation skills.