Administrative Operations Specialist

University of Denver; Washington (District of Columbia); On-site; USD 60,000 - 88,000; Full time

Job summary

The McCain Institute, part of Arizona State University, seeks a full-time Administrative Operations Specialist in Washington, DC. The role performs financial administration, executive travel support, and HR administration, reporting to the Finance Manager.

You will review procurement and expense submissions, maintain financial records, coordinate Sedona invoicing, arrange travel for the Chief Program Officer, and support routine HR processes.

Qualifications

• Proficiency in Microsoft Office Suite, particularly Excel, Outlook, and Word.
• Ability to learn and use financial, human resources, travel, and project-management systems such as Workday, Concur, and Asana.
• Ability to organize receipts, invoices, forms, approvals, and other supporting documentation.
• Ability to manage multiple assignments and follow established processes and deadlines.
• Basic understanding of expense reporting, procurement, reconciliation, or comparable administrative processes.
• Ability to communicate professionally with staff, applicants, vendors, and external partners.
• Strong attention to detail and ability to accurately process routine financial and administrative transactions.

Responsibilities

• Review SharePoint procurement submissions and Concur trip requests and expense reports for completeness and required documentation; approve SharePoint submissions and route completed Concur submissions for final approval.
• Coordinate Sedona financial administration, including vendor setup, submitting invoices and procurement requests, monitoring transactions and payments, maintaining supporting documentation, and following up with staff, vendors, and external partners.
• Verify that procurement, travel, and expense transactions are accurately recorded on the reconciliation schedule and follow up with program staff regarding missing or inconsistent entries.
• Monitor financial records and supporting documentation for completeness and accuracy and follow up with program teams to ensure documentation is maintained for reconciliation, reporting, audit, and fiscal year-end activities.
• Respond to routine questions regarding financial procedures and documentation requirements and refer substantive financial matters as appropriate.
• Perform other finance-related administrative duties as assigned by the Finance Manager.
• Coordinate the CPO’s business travel, including booking flights, lodging, ground transportation, and other travel arrangements and preparing related itineraries.
• Prepare and submit the CPO’s travel requests and expense reports, including reconciling corporate card and out-of-pocket expenses and collecting required documentation.
• Monitor travel approvals and reimbursements and resolve routine documentation or processing issues.
• Coordinate scheduling and logistics for employee orientations, staff retreats, workshops, lunches, and other employee activities.
• Maintain the Institute’s salary and labor allocation schedules.
• Assist with routine human resources administrative activities as assigned.

Skills

Attention to detail

Multitasking

Communication

Tools

Excel

Outlook

Word

Workday

Concur

Asana

Job description

Job Description

The McCain Institute is a nonpartisan organization inspired by Senator John McCain and his family’s dedication to public service. We are part of Arizona State University and based in Washington, D.C. Our programs defend democracy, advance human rights, and empower character-driven leaders. Our unique power to convene leaders across the global political spectrum enables us to make a real impact on the world’s most pressing challenges. Our goal is action, not talk, and like Senator McCain, we are fighting to create a free, safe, and just world for all.

The McCain Institute, a part of Arizona State University, seeks a full-timeAdministrative Operations Specialist. This position will report to Finance Manager. The Administrative Operations Specialist performs financial administration, executive travel support, and human resources administration for the Institute. Primary responsibilities include reviewing procurement and expense submissions, maintaining financial records, monitoring transactions, coordinating Sedona invoicing, arranging travel for the Chief Program Officer, and supporting routine human resources processes.

Essential Duties

Financial Administration

Provides financial administration and transaction oversight, including reviewing submissions, maintaining accurate records, and ensuring required financial documentation is complete.

• Review SharePoint procurement submissions and Concur trip requests and expense reports for completeness and required documentation; approve SharePoint submissions and route completed Concur submissions for final approval.
• Coordinate Sedona financial administration, including vendor set-up, submitting invoices and procurement requests, monitoring transactions and payments, maintaining supporting documentation, and following up with staff, vendors, and external partners.
• Verify that procurement, travel, and expense transactions are accurately recorded on the reconciliation schedule and follow up with program staff regarding missing or inconsistent entries.
• Monitor financial records and supporting documentation for completeness and accuracy and follow up with program teams to ensure documentation is maintained for reconciliation, reporting, audit, and fiscal year-end activities.
• Respond to routine questions regarding financial procedures and documentation requirements and refer substantive financial matters as appropriate.
• Perform other finance-related administrative duties as assigned by the Finance Manager.

Chief Program Officer Travel and Expense Support

Provides travel and expense administration for the Chief Program Officer.

• Coordinate the CPO’s business travel, including booking flights, lodging, ground transportation, and other travel arrangements and preparing related itineraries.
• Prepare and submit the CPO’s travel requests and expense reports, including reconciling corporate card and out-of-pocket expenses and collecting required documentation.
• Monitor travel approvals and reimbursements and resolve routine documentation or processing issues.

Human Resources Administration

Provides administrative support for routine human resources processes and recordkeeping.

• Coordinate scheduling and logistics for employee orientations, staff retreats, workshops, lunches, and other employee activities.
• Maintain the Institute’s salary and labor allocation schedules.
• Assist with routine human resources administrative activities as assigned.

Desired Qualifications

Technology and Systems

• Proficiency in Microsoft Office Suite, particularly Excel, Outlook, and Word.
• Ability to learn and use financial, human resources, travel, and project-management systems such as Workday, Concur, and Asana.

Financial and Administrative Skills

• Ability to organize receipts, invoices, forms, approvals, and other supporting documentation.
• Ability to manage multiple assignments and follow established processes and deadlines.
• Basic understanding of expense reporting, procurement, reconciliation, or comparable administrative processes.

Communication and Coordination

• Ability to communicate professionally with staff, applicants, vendors, and external partners.
• Strong attention to detail and ability to accurately process routine financial and administrative transactions.

Working Environment

• Climate-controlled office setting subject to extended periods of being in a stationary position.
• Regular use of standard office equipment including but not limited to computer workstation/laptop (keyboard, monitor, mouse), printer, fax, calculator, copier, telephone, and associated computer/technology peripherals.
• ASU offers eligible employees commuter benefits, including a monthly contribution toward Metro transportation expenses.