Procurement Technology and Process Automation

University of Texas at Austin•Austin, TX

4d•$20 - $25•Onsite

About The Position

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.

Requirements

Currently enrolled in a graduate program at UT Austin, or eligible for graduate student employment
Strong working knowledge of Smartsheet forms, automation rules (alerts, approvals, timestamps), formulas including NETWORKDAYS, IF, and cross-sheet references, reports, and dashboards with metric widgets
Hands-on experience building Power Automate 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
Working knowledge of Microsoft 365 Outlook shared mailboxes, Teams, Forms, and OneDrive
Experience with SharePoint sites, document libraries, metadata and content types, views, permissions, and lists
Ability to write Python scripts for data cleanup, file inventory, and API-based automation, such as the Smartsheet API or Microsoft Graph
Comfort defining metrics, designing clean data structures, and presenting results visually
Ability to turn business needs into technical solutions and explain them clearly to non-technical staff, in writing and in person
Habit of writing clear, usable documentation as you build

Nice To Haves

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

Responsibilities

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.
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.
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.
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.
SharePoint optimization. Move Procurement from a disorganized SharePoint environment to an organized, efficient one: site and library structure, metadata, naming conventions, permissions, and navigation.
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.