Job Posting Title:
Procurement Technology and Process Automation ----
Hiring Department:
Procurement Services ----
Position Open To:
All Applicants ----
Weekly Scheduled Hours:
19 ----
FLSA Status:
Non-Exempt from FLSA ----
Earliest Start Date:
Immediately ----
Position Duration:
Expected to Continue Until Apr 30, 2027 ----
Location:
AUSTIN, TX ----
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…