Procurement Technology and Process Automation

The University of Texas at Austin•Austin, TX

2d•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. The role works across Smartsheet, Microsoft 365, Power Automate, and SharePoint, with solutions used throughout the department. Work proceeds in three phases: building a Smartsheet KPI dashboard and a new request form; developing Microsoft 365 automation; and reorganizing SharePoint and migrating content from Box. In Phase 1, update six existing Smartsheet intake forms and sheets with status and date fields, automated timestamps, processing-time calculations, a cross-sheet report, and a live dashboard with weekly metrics. Design and launch a new AVP request form for reimbursement or exception approval that feeds into the dashboard. In Phase 2, create a Power Automate flow to log new messages from the Commercial Card shared mailbox to a Smartsheet tracking sheet, and support Microsoft 365 intake workflows that include approvals, notifications, and error handling. In Phase 3, reorganize Procurement’s SharePoint environment, including its site and library structure, metadata, naming conventions, permissions, and navigation. Inventory and map Box content, migrate it to SharePoint, validate the migration, and support staff through the change. The ideal candidate works independently, documents their work, and can explain technical choices to non-technical colleagues. The position is open to applicants currently enrolled in a UT Austin graduate program or eligible for graduate student employment. The scheduled workweek is Monday through Thursday, with flexible hours between 10:00 a.m. and 3:00 p.m. The position is expected to continue until April 30, 2027.

Requirements

Currently enrolled in a UT Austin graduate program or eligible for graduate student employment.
Strong working knowledge of Smartsheet forms, automation rules, formulas including NETWORKDAYS, IF, and cross-sheet references, reports, and dashboards with metric widgets.
Hands-on experience building Power Automate cloud flows with shared mailbox, SharePoint, and Forms triggers; approvals; error handling; and Smartsheet connections through a connector or HTTP and API calls.
Working knowledge of 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 using the Smartsheet API or Microsoft Graph.
Comfort defining metrics, designing clean data structures, and presenting results visually.
Ability to translate business needs into technical solutions and explain them clearly to non-technical staff, in writing and in person.
Habit of writing clear, usable documentation while building solutions.
Relevant education and experience may be substituted as appropriate.

Nice To Haves

Experience with 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

Update six existing Smartsheet intake forms and sheets with status and date fields, timestamp automation, and processing-time formulas.
Build a cross-sheet report and publish a live Smartsheet dashboard with weekly metrics by form type.
Design and launch an AVP reimbursement or exception-approval request form in Smartsheet.
Build a Power Automate flow that logs new messages from the Commercial Card shared mailbox to a Smartsheet tracking sheet.
Support the design and development of Microsoft 365 intake workflows, including approvals, notifications, and error handling.
Optimize Procurement’s SharePoint environment by organizing sites, libraries, metadata, naming conventions, permissions, and navigation.
Inventory Box content, map it to the new SharePoint structure, migrate it, validate the result, and support staff during the change.
Document work clearly and explain technical solutions to non-technical staff.