Summary Own the hospital's SharePoint policy and document library end-to-end. Inventory and clean it up, eliminate duplicates, wire every policy date and facility-license expiration into Power Automate reminders, and get the right news to frontline workers via Microsoft Viva Connections in Teams.
What you'll do
- Inventory and clean up the policy library. Build a master register of every SharePoint document, list item, and page that contains a hospital policy, board resolution, or facility-license record. Deduplicate using file hash, content fingerprint, and metadata cross-check. Preserve one source-of-truth copy per policy.
- Standardize metadata. Design and enforce a single "Hospital Policy" SharePoint content type with required columns: Policy ID, Title, Owner, Effective Date, Next Review Date, Expiration Date, Approver, Status, Linked Mandate, Audience. Enforce via default column values rather than trusting authors to remember.
- Set retention and versioning. Turn on versioning with automatic trimming. Apply Microsoft Purview retention labels (e.g., Quarterly for governing-board minutes, 3-year for HR policies, retain-while-active for clinical protocols).
- Build automated reminders with Power Automate. Read every policy and facility-license record. Pull out the dates and the people who need to act. Build recurrence flows that fire on the cadences the documents require - examples we expect on day one:
- Facility license expirations (CMS certification, Joint Commission, state operating license, CLIA, DEA, pharmacy, radiology, fire-marshal on the building): automatic email to the Director of Compliance 15 days before each expiration, with follow-up reminders at 7 days and on expiration date if not renewed.
- Governing board quarterly meetings: automatic email to board members and the executive assistant 15 days before each scheduled meeting, with attendance and quorum tracking wired into the same SharePoint source.
- Policy review cycles: automatic email to the policy owner at 90 / 60 / 30 / 7 days before each Next Review Date.
- Mandated policy attestations: auto-generated SharePoint link with read-and-understood capture, aggregated by department.
- Distribute to frontline workers via Viva Connections. Configure the Viva Connections experience inside Teams so nurses, techs, EVS, and other non-desk staff see relevant policy news on mobile, with audience targeting by role, location, and department. Recommend F1 vs. F3 Microsoft 365 licensing per role class.
- Enable co-authoring and Microsoft Loop. Make real-time Word/Excel/PowerPoint and SharePoint page co-authoring work cleanly inside document libraries. Deploy Loop components inside Teams for cross-app policy drafting while the master stays under source-of-truth control.
- Govern and report. Lead site sprawl cleanup; consolidate duplicate sites; standardize the homepage news pattern. Maintain a single dashboard of Policies Expiring Next 90 Days, Policies Without an Owner, Duplicates Pending Review, Facility Licenses Expiring Next 30 Days, Board Meetings Next 30 Days, Mandated Attestations Outstanding.
What you'll bring
Must-have
- 3+ years hands-on SharePoint Online administration on Microsoft 365 (document libraries, content types, metadata columns, versioning, retention labels via Purview).
- 2+ years hands-on Power Automate (recurrence flows with date triggers from SharePoint lists, Outlook/Teams actions, condition branching, error handling).
- Demonstrated ability to read a policy document, extract the obligated dates and owners, and translate that into a working flow with documentation.
- Demonstrated SharePoint cleanup experience: deduplication, taxonomy, ownership metadata, permission sprawl, site consolidation.
Nice-to-have
- Microsoft 365 certification: SC-400 (Information Protection Administrator), MS-700 (Teams Administrator), or PL-200 (Power Platform Functional Consultant).
- ARMA CRM or IGO certification.
- Microsoft Loop + Viva Connections deployment in a hospital or shift-worker environment.
- Awareness of Microsoft 365 Frontline Worker licensing (F1 vs. F3).
What this role is NOT
- Not a software developer or SPFx engineer. Light awareness welcome; full-time coding not in scope.
- Not a Compliance Officer or HIPAA Privacy Officer. You read policies and act on them; you do not write regulatory positions.
- Not an EHR or credentialing platform administrator. You keep SharePoint synced with whatever system holds facility-license records; you do not own that system.
