SharePoint and Automation Assistant

Department: Office of the Vice-Provost Student Affairs
Position covered by the Collective Agreement with USW Local 4120

Temporary full-time from 12/14/2026 to 12/13/2028

If you are a current employee of the University of Guelph you must apply on the internal Career Page in order to be considered as an internal applicant.
Career Opportunities (sapsf.com)

General Purpose

Reporting to the Director, Student Affairs Shared Service Unit (SSU), the SharePoint and Automation Assistant designs, builds and supports digital service tools for HR, Business Office and administrative services across Student Affairs. The SSU serves several Student Affairs divisions. This role plays a key part in modernizing how services are requested, routed, tracked and delivered. The incumbent may also provide similar support to other departments within Student Affairs and the University of Guelph.

Duties and Responsibilities

The incumbent is responsible for developing Microsoft Forms, SharePoint forms and Power Apps interfaces for service request intake. They will set up SharePoint lists as data repositories, including configuring fields and views, so that each solution captures the required information in a clear and usable format.

The incumbent will build and maintain Power Automate workflows that route requests, trigger approvals, send notifications and reminders, create or update SharePoint list items and support status tracking. They will monitor workflow reliability and troubleshoot routine errors or failed steps.

The incumbent will also support SharePoint site architecture and page design, including site and page structure, navigation, document library and file storage organization, metadata and access permissions, so that information is easy to find, consistently stored and appropriately secured.

Working with SSU HR and Business Office managers and staff, as well as service users, the incumbent will turn operational needs into practical technical solutions. This includes clarifying routing logic, identifying required data fields, documenting business rules and testing solutions before implementation. The incumbent will also develop and improve SharePoint views, Kanban-style tracking, status dashboards and reporting structures that show request volumes, workflow status and service delivery activity.

The SharePoint and Automation Assistant prepares documentation, user guidance and process notes. They provide demonstrations and informal training to staff, answer routine questions and troubleshoot user issues to support adoption of new intake and tracking processes. The role requires professionalism, patience, discretion and sound judgment, particularly when workflows involve HR, financial or operationally sensitive information.

The successful candidate must value diversity of experiences and perspectives and will play a significant role in supporting and enhancing Student Affairs' Indigenization, Equity, Diversity, Inclusion and community building efforts, actions and initiatives.

Requirements

• A post-secondary degree or a two (2) year diploma in business, information technology, computer information systems, office administration, data management or a related field.
• A minimum of four (4) months of related experience building or supporting SharePoint sites, Microsoft Forms, Power Automate workflows, Power Apps applications, dashboards or similar Microsoft 365-based solutions.
• An equivalent combination of education and experience may be considered.
• Demonstrated ability to turn user needs into practical digital tools, test solutions, troubleshoot routine issues and document process or system steps.
• Strong attention to detail when configuring forms, lists, workflow logic, permissions, notifications and dashboard views.
• Strong communication and listening skills, with the ability to explain technical concepts in plain language to staff with varying levels of comfort with technology.
• Discretion and sound judgment when handling HR, financial or sensitive information.
• The ability to work independently, balance competing priorities and meet established deadlines.
• Experience with SharePoint lists, site architecture, Power Automate approvals, Power Apps design, Microsoft Forms branching logic, Teams-connected SharePoint sites and process documentation would be considered an asset.
• Experience with administrative or HR/business process improvement in a post-secondary or large public-sector environment would be considered an asset.

Employee Type: Temporary
Position Number: 10928219
Classification: USW, Local 4120 Salary: Band 3
USW Local 4120 Wage Grid

*Tentative evaluation; subject to final review.

At the University of Guelph, fostering a culture of inclusion is an institutional imperative. The University invites and encourages applications from all qualified individuals, including from groups that are traditionally underrepresented in employment, who may contribute to further diversification of our Institution.

Posting Date: 11/13/2026
Closing Date: 11/20/2026