Securing Your Nonprofit Environment (Part 2): Best Practices to Secure Your Admin Accounts

Welcome back! If you missed Part 1 of this series, make sure to check it out first to get a comprehensive understanding. You can read it here: Securing Your Nonprofit Environment (Part 1) - Enabling Security Defaults | Microsoft Community Hub

Understand the Unique Risks 

Nonprofits often manage sensitive data—from donor information to volunteer details—and a breach can quickly erode trust. Because admin accounts have elevated privileges, they are high-value targets. Recognizing these risks helps set the stage for implementing proactive security measures that protect both your organization and the people you serve. 

 Embrace Multi-Factor Authentication (MFA) 

For nonprofits, every extra layer of security can make a big difference without breaking the bank. MFA acts like a second lock on your digital door by requiring an additional verification step (like a text code or an authenticator app) along with your password. This simple step is one of the most cost-effective ways to keep admin accounts secure. 

 Separate Admin and Regular User Accounts 

It’s tempting to use the same account for everything, especially when your team is small. However, using a dedicated admin account solely for privileged tasks minimizes the risk of accidental exposure. By using a standard user account for day-to-day activities, you limit potential damage if one account is compromised. 

 Leverage Conditional Access Policies 

Conditional access policies work like a smart security guard by using context—such as location, device, or sign-in behavior—to decide if extra verification is needed or if access should be blocked. This dynamic approach can be particularly useful for nonprofits, ensuring that only trusted situations allow access to critical admin functions. 

1. Building a Conditional Access policy - Microsoft Entra ID | Microsoft Learn 
2. Plan, implement, and administer Conditional Access - Training | Microsoft Learn 

 Implement Privileged Access Management (PAM) and Privileged Identity Management (PIM) 

For nonprofits, every tool and strategy you adopt must be both effective and efficient. When it comes to managing access to your most sensitive accounts, PAM and PIM can make a significant difference: 

• Privileged Access Management (PAM): PAM helps manage identities and makes it more challenging for threat actors to obtain privileged account access. It adds protection to the groups controlling access to domain-joined computers and their applications. With PAM, you gain enhanced monitoring, visibility, and fine-grained controls, so you know exactly who your privileged admins are and how their accounts are being used. 

• Privileged Identity Management (PIM): PIM takes security a step further by providing time-based and approval-based role activation. It mitigates risks associated with excessive or unnecessary access by enforcing a just-in-time, just-enough access model. PIM also allows you to enforce policy options like multifactor authentication, ensuring that high-risk accounts are activated only when needed and for a limited time. 

While PAM focuses on controlling and monitoring access based on the principle of least privilege, PIM secures high-level admin accounts with time-bound access and approval processes. Together, they offer a comprehensive approach to managing and securing your nonprofit’s critical administrative accounts.

1. What is Privileged Access Management (PAM) | Microsoft Security 
2. What is Privileged Identity Management? - Microsoft Entra ID Governance | Microsoft Learn 

 Regular Monitoring and Auditing 

Keeping an eye on admin activity is like having a neighborhood watch for your digital space. By continuously monitoring how admin accounts are used, you can quickly detect any unusual behavior. Setting up logging and alerts makes it easier to address potential issues before they become major problems, helping you maintain donor trust and operational integrity. 

 Maintain a Secure Environment 

Beyond admin-specific practices, ensuring your overall IT environment is secure is essential. Consider these extra tips: 

• Keep systems updated: Regular security patches and updates are critical. 

• Disable outdated protocols: Outdated authentication methods can be a vulnerability. 

• Educate your team: Even with limited staff, ensuring everyone understands basic security practices goes a long way. 

 Wrapping Up 

For nonprofits, safeguarding Microsoft 365 admin accounts isn’t just about technology—it’s about protecting your mission and the trust of your community. By understanding the unique risks, enforcing MFA, separating admin duties from everyday tasks, leveraging conditional access, using PAM, and continuously monitoring your environment, you build a robust defense against cyber threats. 

Stay proactive, keep learning, and regularly review your security practices to ensure your organization remains resilient. For more detailed guidance, check out the official Microsoft resource on protecting admin accounts.