Business Operations Specialist

Job Profile:

Administrative Operations Specialist 2

Job Family:

Administrative Operations

Time Type:

Full time

Apply before 11:59 PM Arizona time the day before the posted End Date.

Minimum Qualifications:

Bachelor's degree and three (3) years of experience appropriate to the area of assignment/field; OR, Any equivalent combination of experience and/or training from which comparable knowledge, skills and abilities have been achieved.

Job Description:

Salary: $50,000 - $55,000 annually; DOE

Under the direction of the Business Operations Manager, the Business Operations Specialist performs a broad scope of fiscal duties and provides guidance to staff in support of ASU policies and procedures for the core business team and supports Educational Outreach and Student Services. This position assists with the basic payment processing, organizing, coordinating and oversight of the business operations functions in accordance with established University goals, priorities, timelines, funding limitations and/or other specifications. This position is intended to cover a broad range of fiscal responsibilities to support these program areas under Educational Outreach and Student Services. The ideal candidate will be self-motivated, have high attention to detail, possess exceptional organizational and customer service skills, and have the ability to work well in a fast-paced, deadline driven environment.
 

What’s in it for you:

Arizona State University offers a comprehensive benefits package that includes valuable employee benefits to enhance the total compensation of its staff. This package includes:

• Tuition Reduction Program for staff members, their spouses, and dependents, available on day one.
• Low-cost health, dental, vision, and life insurance benefits.
• Retirement program designed to promote long-term savings and provide income upon retirement.
• Paid time for volunteer and professional development.
• 10 Paid Holidays and competitive Vacation and Sick accruals each Pay Period.
• Wellness program for preventative health education and screenings.
• Disability and leave program for income protection.
• Employee assistance for free and confidential behavioral health services.
• ASU Discounts to sports/events along with discounts with ASU partnerships.

This is an in-person, full-time position with a standard schedule of Monday through Friday, 8:00am to 5:00pm.

Working Environment:

• Activities are performed in an environmentally controlled office setting subject to extended periods of sitting, keyboarding, and manipulating a computer mouse (75%)
• Frequently required to stand for varying lengths of time and walk moderate distances to perform work (25%)
• Regular activities require the ability to quickly change priorities which may include and/or are subject to resolution of conflicts.
• Ability to clearly communicate.
• Calculator, telephone, computer (monitor, keyboard, and mouse), printer, fax, and copier.
• This position receives regular review of objectives.

Essential Duties:

• Fiscal Operations & Financial Management (45%) financial transactions in ASU
  • Financial Management Systems in accordance with University policy
  • Monitor a variety of account expenditures and ensure fiscal accuracy and compliance
  • Maintain departmental purchasing card(s), including daily management, documentation retention, and monthly reconciliation
  • Pull monthly reports and perform monthly account reconciliation according to procedures
  • Oversee and ensure accuracy of purchasing processes within departmental units
  • Provide oversight to ensure fiscally sound business operations
  • Assist with audit requests and gather required financial documentation
  • Maintain document retention in accordance with EOSS & University policy
• Operational Support, Compliance, Customer Service (45%)
  • Assist students and staff with their trip requests and expense reports; Ensure compliance with University travel and reimburse.
  • Provide guidance on ASU Travel policies and procedures, including Concur system support
  • Work independently and exercise professional judgment as a knowledgeable resource for staff and students
  • Stay current on ASU and departmental policies and procedures to ensure accurate processing and compliance
  • Provide solutions to customers, colleagues, and students; recommend procedural improvements to management
  • Advise and counsel staff on accounting and procurement matters; Escalate where appropriate
  • Provide program-specific financial training to campus users
  • Assist with special projects requiring research, problem-solving, and recommendations
  • Support conflict resolution and shifting priorities in a fast-paced, deadline-driven environment
  • Provide supervision to student staff as needed
• Annual/ Year - End Responsibilities (10%)
  • Assist with fiscal year-end close processes and reconciliation activities
  • Support audit preparation and financial reporting requirements
  • Assist in preparing detailed reports and ensuring timely submission of required documentation
    

Desired Qualification:

• Demonstrated knowledge of standard office and administrative practices
• Experience using a financial system, human resource management system and reporting system in a higher education environment (Workday preferred)
• Experience processing payroll and maintaining employee timesheets or serving as Department Time Administrator (DTA) experience
• Demonstrated knowledge of ASU Travel policies and procedures, specifically with Concur
• Experience working in a fast-paced environment with competing deadlines
• Experience working with detailed financial
• Experience with Microsoft Office (Word, Excel, and Outlook) and Adobe Acrobat PDF
• Experience in customer service
• Evidence of effective communication skills
• Demonstrated experience handling cash, managing a departmental purchasing card and assisting in the operation of a fiscally sound environment
• Ability to interpret, educate about and enforce University, divisional and department policy
• Demonstrated knowledge of ASU travel policies and procedures and Concur travel system experience
• Skill in preparing detailed reports on a timely basis.
• Ability to perform detailed work in an open and shared workspace.
• Ability to supervise student employees.
  

Department Statement:

Educational Outreach and Student Services (EOSS) is committed to enrolling all qualified students at Arizona State University and assisting them in their academic success. EOSS provides a broad range of services and support to students and prospective students, ranging from outreach efforts with K-12 schools, new student experiences for students and families, bridge programs to assist the transition to a university environment, and a wide variety of services, programs and activities for enrolled students. EOSS has direct responsibility for multiple departments across four campuses, some of which include the Dean of Students, Student Rights and Responsibilities, University Housing, Health Services, Counseling Services, Student Accessibility and Inclusive Learning Services, the Unions and Centers, TRIO programs, Sun Devil Fitness & Wellness, Student Government, Student Media, Career and Professional Development.

Driving Requirement:

Driving is not required for this position.

Location:

Campus: Tempe

Funding:

No Federal Funding

 

Instructions to Apply:

Current employees, student workers seeking staff opportunities, and students applying for student worker positions must apply directly through the Workday Jobs Hub.

To be considered, your application must include all of the following attachments:

• Cover letter
• Resume or CV

Multiple documents may be uploaded in the attachments section. Alternatively, applicants may combine all required materials into a single PDF for submission. Please ensure uploaded documents are clearly labeled and include your name.

Please ensure your resume includes all employment information in month and year format, for example 6/04 to 8/14, along with job title, job duties, and employer name for each position. Your resume should clearly demonstrate how your experience and background meet the minimum and desired qualifications for this position. Incomplete applications or missing required materials may not be considered.

Important: Do not withdraw your application to make edits. Once an application is withdrawn, it cannot be edited, reactivated, or replaced with a new submission. If you have questions or need assistance, please contact The Office of Human Resources Talent Acquisition before the posting close date.

Graduate Assistant, Intern and part-time positions are counted as half time for experience equivalency, meaning one year equals six months of experience.

Only electronic applications will be accepted for this position. By submitting an application, you confirm that the information provided is accurate and complete.

ASU Statement:

Arizona State University is a new model for American higher education, an unprecedented combination of academic excellence, entrepreneurial energy and broad access. This New American University is a single, unified institution comprising four differentiated campuses positively impacting the economic, social, cultural and environmental health of the communities it serves. Its research is inspired by real world application blurring the boundaries that traditionally separate academic disciplines. ASU serves more than 100,000 students in metropolitan Phoenix, Arizona, the nation's fifth largest city. ASU champions inclusive excellence, and welcomes students from all fifty states and more than one hundred nations across the globe.

ASU is a tobacco-free university. For details visit https://wellness.asu.edu/explore-wellness/body/alcohol-and-drugs/tobacco

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, protected veteran status, or any other basis protected by law.

Notice of Availability of the ASU Annual Security and Fire Safety Report:

In compliance with federal law, ASU prepares an annual report on campus security and fire safety programs and resources. ASU’s Annual Security and Fire Safety Report is available online at https://www.asu.edu/police/PDFs/ASU-Clery-Report.pdf. You may request a hard copy of the report by contacting the ASU Police Department at 480-965-3456.

Relocation Assistance – For information about schools, housing child resources, neighborhoods, hospitals, community events, and taxes, visit https://cfo.asu.edu/az-resources.

ASU’s comprehensive benefits package is a key part of your total compensation. Visit the ASU Compensation Estimator

Employment Verification Statement:

ASU conducts pre-employment screening which may include verification of work history, academic credentials, licenses, and certifications.

Background Check Statement:

ASU conducts pre-employment screening for all positions which includes a criminal background check, verification of work history, academic credentials, licenses, and certifications. Employment is contingent upon successful passing of the background check.

Fingerprint Check Statement:

This position is considered safety/security sensitive and will include a fingerprint check. Employment is contingent upon successful passing of the fingerprint check.