ADMINISTRATIVE OPERATIONS SPECIALIST

Arizona State University; Washington (District of Columbia); On-site; USD 60,000 - 65,000; Full time

Benefits offered by this job

Commuter benefits

Job summary

The McCain Institute, part of Arizona State University and based in Washington, DC, seeks a full-time Administrative Operations Specialist reporting to the Finance Manager. The role covers financial administration, executive travel support, and HR administration for the Institute, including reviewing procurement, maintaining records, and coordinating Sedona invoicing.

Primary duties include arranging travel for the Chief Program Officer, processing reimbursements, and supporting routine HR

Qualifications

• Bachelor's degree and three (3) years of related experience or an equivalent combination of experience and training.
• Experience applying financial, HR, travel and project-management processes.
• Familiarity with procurement, expense submissions, and recordkeeping.

Responsibilities

• Review SharePoint procurement submissions and Concur trip requests for completeness and documentation.
• Approve SharePoint submissions and route Concur submissions for final approval.
• Coordinate Sedona financial administration including invoicing and vendor setup.
• Monitor transactions, payments, and maintain supporting documentation.
• Arrange travel for the Chief Program Officer and manage related expenses.
• Support routine human resources processes.

Skills

Communication skills

Attention to detail

Education

Bachelor's degree and 3 years experience

Tools

Microsoft Office Suite

Excel

Outlook

Word

Workday

Concur

Asana

Job description

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

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-time Administrative 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.

Position Salary Range

$60,000 - $65,000 per year; DOE

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.
• 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.
• 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.

Department Statement

At McCain Institute, we are dedicated to building an authentic workplace, so if you’re excited about this role but your past experience doesn’t align perfectly, we encourage you to apply anyway. We value your unique background and perspective, and you may be just the right candidate for this position or other roles on our team.

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.

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

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

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.

A fingerprint check is not required for this position.