General Automation & Technology Architect

University of Florida • Gainesville, FL

5d • $80,000 - $90,000 • Onsite

About The Position

Reporting to the Director of Gifts & Records, the General Automation & Technology Architect (GATA) serves as a flexible operational improvement resource for UF Advancement, initially supporting Gifts & Records through workflow optimization, automation, technology enablement, data quality, reporting, and process improvement initiatives. The GATA evaluates operations, identifies improvement opportunities, develops and implements solutions, collaborates with operational and technical partners, and measures results to drive sustainable efficiencies. Following the initial assignment, the role may transition to other high-priority organizational initiatives requiring similar expertise.

Requirements

• Master’s degree in an appropriate area of specialization and two years of appropriate experience; or a bachelor’s degree in an appropriate area of specialization and four years of appropriate experience.

Nice To Haves

• Demonstrated experience leading cross-functional process-improvement initiatives from analysis through implementation.
• Experience documenting current-state and future-state processes, conducting root-cause analysis and redesigning operational workflows.
• Experience translating business needs into requirements and partnering with technical teams on systems, integrations or automation.
• Experience developing, configuring or implementing workflow automation, low-code or no-code solutions or comparable business technologies.
• Experience evaluating or applying AI-enabled tools to business processes, including an understanding of appropriate uses, governance requirements and limitations.
• Experience supporting solution design, prototyping, user acceptance testing, implementation and post-launch evaluation.
• Experience with data-quality management, operational controls, KPIs, dashboards and performance analysis.
• Strong project and change-management skills, including the ability to manage milestones, dependencies, risks and decisions.
• Ability to work independently, manage multiple priorities and influence outcomes without relying on direct supervisory authority.
• Experience developing process maps, SOPs, training materials, job aids and other operational documentation.
• Working knowledge of Microsoft 365, intermediate to advanced Excel functionality, process-mapping tools, workflow platforms, project-management tools, CRM or ERP systems and reporting or business-intelligence platforms.
• Strong analytical, facilitation, written communication, presentation and stakeholder-management skills.
• Experience in Advancement, higher education, nonprofit operations or another transaction-intensive and control-focused environment.
• Lean Six Sigma, project management, business process management, change management, data analytics or related training or certification preferred, but not required.
• Exceptional written and verbal communication skills, strong interpersonal abilities, and the capacity to engage effectively and collaboratively with a wide range of individuals are essential.
• Support the University’s commitment to creating a respectful and collaborative work environment that values integrity, professionalism, and mutual respect in all interactions; demonstrated success collaborating with stakeholders; strong project management skills; experience in a data-driven environment; excellent organizational abilities; and the capacity to lead, influence, and inspire others are essential.
• Proficient in the following areas: Windows operating systems, Microsoft Word, Excel, and Access, as well as internet browsers and email platforms.
• Familiarity with donor databases, contact management systems, and tracking systems is also highly preferred.

Responsibilities

• Evaluate assigned end-to-end operational processes, beginning with Gifts & Records.
• Document current-state and future-state workflows using process maps, procedures and other appropriate tools.
• Identify bottlenecks, rework, unnecessary manual effort, control weaknesses and root causes of operational issues.
• Simplify workflows and clarify roles, handoffs, decision rights and exception-handling responsibilities.
• Maintain a prioritized pipeline of improvement opportunities based on operational impact, feasibility, risk and available capacity.
• Design, pilot, evaluate and refine process changes before broader implementation.
• Establish recurring reviews to ensure implemented processes remain effective, current and aligned with organizational needs.
• Identify repeatable, high-volume or error-prone processes that may benefit from automation or technology improvement.
• Re-evaluate existing automated workflows to identify breakdowns, unnecessary manual intervention, duplicate data entry and unmet business needs.
• Translate operational needs into business requirements, use cases, user stories and acceptance criteria.
• Develop, configure or support the development of lightweight technology and automation solutions within approved platforms, permissions and governance.
• Partner with Advancement Intelligence (Development Information Systems, Business Process Management, Business Intelligence and other technical teams) to prioritize system improvements, integrations and automation opportunities.
• Maintain a prioritized technology and automation backlog and support recurring planning sessions with operational and technical partners.
• Support solution design, prototyping, testing, user acceptance, implementation and post-launch monitoring.
• Evaluate AI and emerging technologies where they can improve efficiency, accuracy, service or decision-making while complying with applicable governance, privacy and data-use requirements.
• Analyze operational data to identify trends, performance gaps, risks and improvement opportunities.
• Define baselines, KPIs and measurable outcomes for assigned improvement initiatives.
• Monitor accuracy, timeliness, throughput, workload, backlog, rework and other relevant performance indicators.
• Develop reports and analyses or define requirements for dashboards that support operational management and stakeholder visibility.
• Strengthen data quality at the point of entry through validation rules, standardized requirements, audit trails and quality checkpoints.
• Evaluate operational controls and recommend improvements supporting accuracy, compliance, appropriate approvals and auditability.
• Measure whether implemented changes produce the intended benefits and recommend corrective action when results fall short.
• Lead or coordinate assigned operational improvement initiatives and workstreams.
• Develop and/or execute lightweight project charters that define objectives, scope, deliverables, milestones, owners, partners, dependencies, decisions and completion criteria.
• Manage milestones, risks, dependencies, decisions and status reporting.
• Facilitate working sessions with operational staff, technical teams and other stakeholders.
• Coordinate improvement work with enterprise initiatives, system changes and competing organizational priorities.
• Escalate unresolved decisions, resource constraints and external dependencies through appropriate channels.
• Transition completed solutions and ongoing responsibilities to the appropriate operational owners.
• Develop and maintain process maps, SOPs, role checklists, RACI documentation, job aids and related operational materials.
• Establish clear ownership, version control and recurring review expectations for process documentation.
• Develop training, communication and implementation materials supporting new processes and technology.
• Support onboarding, cross-training, knowledge transfer and broader understanding of assigned operations.
• Identify capability gaps created by changing processes and technology and recommend appropriate training or professional development.
• Monitor adoption, gather feedback and address barriers preventing new processes or tools from becoming standard practice.

Benefits

• Affordable State Health Plans: Medical, Dental, and Vision Insurance
• Comprehensive Coverage: Life and Disability Insurance
• Secure Retirement Options: Generous plans to safeguard your future
• Paid Time Off: Including 11 paid holidays, as well as family, sick, and vacation leave
• Professional and Personal Growth: Opportunities through UF Training & Organization Development, leadership development, LinkedIn learning, and more
• Tuition Assistance: Benefit from the UF Employee Education Program
• PSLF Eligibility: We are a Public Service Loan Forgiveness Eligible Employer

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level