AI and Automation Analyst

DUTIES

The AI and Automation Analyst is responsible for both contributing to and leading the design, development, and delivery of AI and automation solutions that streamline administrative processes and improve operational efficiency across the university. The primary focus of this role is identifying, automating, and improving the administrative workflows that support the day-to-day functioning of the institution, while also contributing to broader university-wide initiatives.

This position requires equal parts technical depth and interpersonal skill. The AI and Automation Analyst works closely with administrative units and IT colleagues to understand how work gets done, identify where improvements are possible, and build practical solutions that are reliable and easy to use. The role requires an individual who is comfortable engaging with a broad range of staff from front-line administrative employees to senior leadership and who can jump into complex process problems and help determine the best path forward.

Working with AI platforms, automation tools, Python, APIs, and workflow platforms such as Microsoft Power Platform and UiPath, this role takes ownership of projects from initial scoping through to deployment and ongoing support. The AI and Automation Analyst also contributes to the university’s broader AI and automation strategy and governance practices, helping to ensure that solutions are adopted responsibly and deliver lasting benefit.

MAJOR DUTIES & RESPONSIBILITIES
Delivery, Automation & Operational Effectiveness
1. Leads the rollout and implementation of AI and automation solutions across administrative units, coordinating the work of identified project team members, handling any difficulties that arise, and acting as the first point of contact for anything related to assigned projects and initiatives.
2. Reviews and analyzes administrative workflows, business requirements, and process inefficiencies, and translates these into practical automation and AI solutions by first evaluating existing platforms and capabilities before recommending new approaches.
3. Ensures that solutions are reliable, usable, and aligned with administrative user workflows, business needs, and the university’s operational goals.
4. Identifies workflow inefficiencies, usability gaps, and improvement opportunities across administrative processes, and recommends practical and sustainable solutions.
5. Tracks usage, feedback, and operational outcomes to support continuous improvement, and coordinates with business areas to ensure solutions continue to meet evolving needs.
6. Contributes to dashboards, metrics, and reporting that measure solution effectiveness, adoption, and operational impact across administrative and university-wide initiatives.

Testing, Validation & Reliability
7. Leads testing of solutions across real-world scenarios, edge cases, and operational conditions, determining test strategies and acceptance criteria in collaboration with administrative and technical stakeholders.
8. Validates data accuracy, reliability, and quality across administrative systems and workflows, identifying and resolving discrepancies that could affect operational performance or institutional reporting.
9. Provides expertise in troubleshooting, monitoring, and continuous refinement of automations and AI-enabled workflows, ensuring deployed solutions remain effective and reliable over time.

Technical Contribution & Integrations
10. Provides expertise in end-to-end solution architecture, including designing system workflows, automation pipelines, and implementation strategies in collaboration with cross-functional teams across administrative and IT areas.
11. Develops and maintains automations using Microsoft Power Platform, UiPath, Python, Copilot Studio, and related technologies to support administrative process improvement and broader university needs.
12. Coordinates and liaises with business areas, IT teams, and external vendors to design and implement integrations with APIs, external systems, databases, and data sources.
13. Reviews and improves workflow performance, scalability, maintainability, and operational reliability, identifying opportunities to enhance the long-term value of deployed solutions.

Training, Communication & Enablement
14. Delivers training sessions, demos, workshops, and knowledge-sharing activities to support the responsible adoption of AI and automation tools across administrative areas and, where applicable, the broader university community.
15. Translates technical solutions into clear, user-friendly documentation and guidance that enables administrative staff to work confidently with delivered solutions.
16. Creates reusable resources, documentation, and operational playbooks that support consistent and effective use of AI and automation solutions across the institution.

Collaboration & Continuous Improvement
17. Collaborates with administrative units and IT colleagues to troubleshoot gaps between existing systems and desired outcomes, providing structured feedback and recommendations to improve solution design, usability, and operational effectiveness.
18. Contributes to the development and ongoing maintenance of the university’s AI and Automation Roadmap, helping to identify priorities within administrative operations and demonstrating strong links between proposed initiatives and institutional benefit.

REPORTS TO
AI and Automation Manager

QUALIFICATIONS

EDUCATION:

• Bachelor’s degree in Computer Science, Information Technology, Data Science, Software Engineering, or a related field.

EXPERIENCE:

• Four (4) years' related experience in automation, AI, or business process improvement, including
  • A minimum of two (2) years leading implementation projects involving administrative or operational workflows, coordinating cross-functional team members and stakeholders, and translating business requirements into practical solutions.

SKILLS, KNOWLEDGE OR ABILITIES RELATED TO THE JOB

• Analytical ability to collect, analyze, and interpret administrative processes, workflow data, and system requirements; identify inefficiencies and discrepancies; and determine practical approaches to improving how administrative work is performed across the institution.
• Demonstrated ability to solve complex problems and develop creative, workable solutions, including in situations where precedents are unclear or where the best path forward must be discovered through investigation and close collaboration with business areas.
• Demonstrated ability to collect and document business and administrative process requirements, coordinate related improvement initiatives, and translate requirements into practical AI and automation solutions.
• Demonstrated ability to work independently as well as part of a team, building positive working relationships with a broad range of stakeholders including administrative staff, IT colleagues, and senior leadership.
• Ability to work cross-functionally across the organization, engaging comfortably with staff at all levels and adapting communication style to suit different audiences and contexts.
• Working knowledge of Python or similar scripting languages for automation, data handling, and system integrations in support of administrative and operational workflows.
• Knowledge of Microsoft Power Platform tools including Power Automate and Copilot Studio, along with experience using workflow automation platforms such as UiPath or similar technologies, to develop and maintain solutions that improve administrative processes.
• Understanding of AI concepts such as Large Language Models (LLMs), prompting, and Retrieval-Augmented Generation (RAG), with the ability to apply these practically to improve administrative processes and support university operations.
• Familiarity with at least one AI governance or security framework such as OWASP for LLM Applications, NIST AI RMF, or ISO/IEC 42001, and an understanding of how to apply responsible AI practices in the context of administrative systems and institutional data.
• Knowledge of dashboarding and reporting tools such as Power BI, with the ability to produce clear reporting on process performance and the operational impact of automation initiatives for administrative and institutional audiences.
• Ability to communicate effectively both verbally and in writing, including the ability to design and deliver presentations to senior management and to explain technical concepts clearly to non-technical administrative staff.
• Ability to plan, organize, and prioritize tasks and projects to meet deadlines, maintain accuracy, and manage a varied workload with attention to detail.

WORKING CONDITIONS

• Sitting at desk and computer for long periods of time
• Visiting stakeholder locations across campus
• General office conditions