Procurement Technology and Process Automation

Job Posting Title:

Procurement Technology and Process Automation

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Hiring Department:

Procurement Services

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Position Open To:

All Applicants

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Weekly Scheduled Hours:

19

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FLSA Status:

Non-Exempt from FLSA

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Earliest Start Date:

Immediately

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Position Duration:

Expected to Continue Until Apr 30, 2027

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Location:

AUSTIN, TX

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Job Details:

Purpose

Procurement Services at The University of Texas at Austin is hiring a technically fluent graduate student worker to turn manual, scattered processes into automated, measurable systems. You will work across Smartsheet, Microsoft 365, Power Automate, and SharePoint, and you will see your work used by the whole department.

The role runs in three phases: first a Smartsheet KPI dashboard and a new request form, then Microsoft 365 automation, then a full SharePoint reorganization and move from Box. The ideal candidate works independently, documents everything, and can explain technical choices to non-technical colleagues.

Responsibilities

Phase 1: Smartsheet Foundation and KPI Dashboard

• 1. Smartsheet intake KPI dashboard. Update six existing intake forms and sheets to add a Status column (Not Started, In Progress, Completed) and three date fields (Date Submitted, Date Assigned, Date Completed). Add automation rules that timestamp Date Assigned and Date Completed when Status changes, and a processing-time formula using NETWORKDAYS. Build one cross-sheet report grouped by form type and status, then publish it to a live dashboard with a metric widget per form type. Weekly metrics: submitted, completed, average processing time, and open and aging requests.
• 2. New AVP request form. Design and launch a Smartsheet form for AVP requests for reimbursement or exception approval, using the same Status and date fields so it feeds the dashboard from day one.

Phase 2: Microsoft 365 Automation

• 3. Commercial Card inbox KPI. Build a Power Automate flow, triggered by new mail in the Commercial Card shared mailbox, that logs sender, subject, and received timestamp to the same or a linked Smartsheet tracking sheet. Staff then set Status and Date Completed as they would for a form request. Weekly metrics: received, resolved, average processing time, and unresolved and aging emails.
• 4. M365 intake form automation. Support the design and build of Microsoft 365 intake workflows with Power Automate, including approvals, notifications, and error handling. This project requires a high degree of M365 and Power Automate expertise.

Phase 3: SharePoint Adoption and Box Migration

• 5. SharePoint optimization. Move Procurement from a disorganized SharePoint environment to an organized, efficient one: site and library structure, metadata, naming conventions, permissions, and navigation.
• 6. Box to SharePoint migration. Inventory Box content, map it to the new SharePoint structure, migrate it, validate the result, and support staff through the change.

Required Qualifications

• Enrollment: Currently enrolled in a graduate program at UT Austin, or eligible for graduate student employment

• Smartsheet: Strong working knowledge of forms, automation rules (alerts, approvals, timestamps), formulas including NETWORKDAYS, IF, and cross-sheet references, reports, and dashboards with metric widgets

• Power Automate: Hands-on experience building cloud flows with triggers on shared mailboxes, SharePoint, and Forms; approvals; error handling; and connections to Smartsheet through the connector or HTTP and API calls

• Microsoft 365: Working knowledge of Outlook shared mailboxes, Teams, Forms, and OneDrive

• SharePoint: Experience with sites, document libraries, metadata and content types, views, permissions, and lists

• Python: Ability to write scripts for data cleanup, file inventory, and API-based automation, such as the Smartsheet API or Microsoft Graph

• Data and reporting: Comfort defining metrics, designing clean data structures, and presenting results visually

• Communication: Ability to turn business needs into technical solutions and explain them clearly to non-technical staff, in writing and in person

• Documentation: Habit of writing clear, usable documentation as you build

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

• Experience with a cloud-to-cloud content migration, such as Box to SharePoint, using the SharePoint Migration Tool, Migration Manager, or scripts

• Familiarity with Microsoft Graph API, Power Apps, or Power BI

• Understanding of information governance, records retention, and permission models

• Experience with requirements gathering, process mapping, or business analysis

• Experience training or supporting non-technical users through a system change

• Interest in procurement, finance, or public-sector operations

• Graduate study in information systems, data science, computer science, information studies, or a related field

Salary Range

$20.00/hr - $25.00/hr

Working Conditions

• Keyboard
• Manual dexterity

Work Shift

• Monday-Thursday (flexible) 10:00 am - 3:00 pm

Required Materials

• Resume/CV
• 3 work references with their contact information; at least one reference should be from a supervisor

Important for applicants who are NOT current university employees or contingent workers: You will be prompted to submit your resume the first time you apply, then you will be provided an option to upload a new Resume for subsequent applications. Any additional Required Materials (letter of interest, references, etc.) will be uploaded in the Application Questions section; you will be able to multi-select additional files. Before submitting your online job application, ensure that ALL Required Materials have been uploaded.  Once your job application has been submitted, you cannot make changes.

Important for Current university employees and contingent workers: As a current university employee or contingent worker, you MUST apply within Workday by searching for Find UT Jobs. If you are a current University employee, log-in to Workday, navigate to your Worker Profile, click the Career link in the left hand navigation menu and then update the sections in your Professional Profile before you apply. This information will be pulled in to your application. The application is one page and you will be prompted to upload your resume. In addition, you must respond to the application questions presented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.

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Employment Eligibility:

Please confirm your eligibility for this position here: http://www.utexas.edu/hr/student/student_non-acad_employment.html#cond_SNAEmp

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Retirement Plan Eligibility:

Students in this position may choose to enroll in the UTSaver voluntary retirement programs.

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Background Checks:

A criminal history background check will be required for finalist(s) under consideration for this position.

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Equal Opportunity Employer:

The University of Texas at Austin, as an equal opportunity/affirmative action employer, complies with all applicable federal and state laws regarding nondiscrimination and affirmative action. The University is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, national origin, age, marital status, sex, sexual orientation, gender identity, gender expression, disability, religion, or veteran status in employment, educational programs and activities, and admissions.

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Pay Transparency:

The University of Texas at Austin will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information.

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Employment Eligibility Verification:

If hired, you will be required to complete the federal Employment Eligibility Verification I-9 form.  You will be required to present acceptable and original documents to prove your identity and authorization to work in the United States.  Documents need to be presented no later than the third day of employment.  Failure to do so will result in loss of employment at the university.

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E-Verify:

The University of Texas at Austin use E-Verify to check the work authorization of all new hires effective May 2015. The university’s company ID number for purposes of E-Verify is 854197. For more information about E-Verify, please see the following:

• E-Verify Poster (English and Spanish) [PDF]
• Right to Work Poster (English) [PDF]
• Right to Work Poster (Spanish) [PDF]

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Compliance:

Employees may be required to report violations of law under Title IX and the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act (Clery Act). If this position is identified a Campus Security Authority (Clery Act), you will be notified and provided resources for reporting. Responsible employees under Title IX are defined and outlined in HOP-3031.

The Clery Act requires all prospective employees be notified of the availability of the Annual Security and Fire Safety report. You may access the most recent report here or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701.