Business Operations Specialist

Arizona State University; Phoenix (AZ); On-site; USD 52,000 - 56,000; Full time

Job summary

Arizona State University is seeking a Business Operations Specialist who provides payroll support, handles time reporting, and assists with financial operations within ASU FIDM's Herberger Institute. The role requires independent judgment, the ability to manage multiple tasks, and collaboration with staff and faculty.

The position covers basic accounting, payroll, staffing, and purchasing activities, with responsibilities to reconcile expenditures and maintain records in line with ASU policies;

Qualifications

• Bachelor's degree and 3 years experience in related field.
• Experience with accounting, payroll, staffing functions.
• Ability to interpret policies and work independently.

Responsibilities

• Process payroll for staff and student workers, including offers and terms.
• Manage time reporting and reconcile biweekly payroll.
• Handle ASU FIDM purchases using Workday and reconcile.
• Prepare purchase requisitions and track expenditures against budgets.
• Maintain electronic financial records per ASU guidelines.

Skills

Business operations

Financial services

Communication

Problem solving

Independent judgment

Education

Bachelor's degree

Tools

Workday

Concur

AdobeSign

Job description

Job Profile

Administrative Operations Specialist 2

Job Family

Administrative Operations

Time Type

Full time

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

ASU FIDM, in the Herberger Institute for Design and the Arts at Arizona State University is seeking a highly motivated Business Operations Specialist who demonstrates independent judgment and problem-solving skills. This position interacts with staff, faculty, and administrators at all levels of ASU and should exhibit strong abilities to manage multiple tasks. This position will assist with coordinating the business operations functions in accordance with established goals, priorities, time limitations, and funding limitations. These functions include basic accounting, payroll, staffing, and other functions as designated.

Salary Range

• $51,500 - $56,000 depends on experience within posted range

Essential Duties

• Processes payroll transactions for new and existing, student workers, teaching/research assistants/associates, etc. which may include processing offer letters, submitting new hire personnel transaction requests, renewals, and terminations and other adjustments.
• Processes student worker searches, hiring, and terminations.
• Serves as the Department Time Administrator to ensure accurate timely reporting.
• Provide employees with information regarding how to properly report their time. Reconcile biweekly payroll.
• Acts as a department PCard holder, making purchases on behalf of ASU FIDM and using Workday to reconcile purchases.
• Maintains approval process for all ASU FIDM purchases and prepares back up documentation as required.
• Serves as backup to the Business Operations Manager reviewing and approval all travel requests and reports.
• Prepares Purchase Requisitions for ASU FIDM and handling receiving.
• Reconciles all expenditures against budgets monthly.
• Maintains and manages retention of appropriate electronic personnel and financial records based on ASU, state and federal guidelines.
• Assists with other special projects, reports and duties as assigned

Desired Qualifications

• Experience in business operations and financial services within a higher education environment.
• Experience exercising judgement, making decisions, setting priorities, interpreting policies and procedures, working independently and communicating effectively.
• Experience in working effectively in a fast-paced dynamic environment subject to quickly changing priorities and potentially conflicting deadlines.
• Experience in effective verbal and written communication skills. Ability to coordinate activities and establish priorities.
• Experience in being organized and detail-oriented, including the ability to prioritize and manage multiple tasks.
• Demonstrated knowledge of accounting, human resources, forecasting and budgeting practices and principles.
• Demonstrated knowledge of procedures, methods and forms associated with automated accounting systems.
• Experience in preparing detailed financial information for a variety of constituencies and using financial reporting systems.
• Demonstrated knowledge of financial controls, purchasing best practices, and other ASU policies and procedures.
• Demonstrated knowledge of PC based software for spreadsheet (Excel), database, word processing (Word), and Outlook
• Experience in use of automated/computer and university systems: Workday, Concur, and AdobeSign

Working Environment

• Activities are performed in an environmentally controlled office setting subject to extended periods of sitting, keyboarding and manipulating a computer mouse.
• Regular use of standard office equipment including, but not limited to computer workstation / laptop (keyboard, monitor, mouse), printer, copier, and telephone.

Department Statement

The Herberger Institute comprises six schools: ASU FIDM; the School of Art; The Design School; The Sidney Poitier New American Film School; The GAME School; and the School of Music, Dance and Theatre; as well as the ASU Art Museum and the ASU FIDM Museum. With programs ranked top 20 and more than 135 degree and certificate options in art, architecture, dance, design, fashion, film, gaming, media arts and sciences, music, and more, plus expert faculty, state-of-the-art immersive media facilities, notable performing arts venues, and national and international partnerships, the Herberger Institute is a powerhouse of art, culture and design and a model of inclusive excellence.

In a rapidly changing world, design and the arts aren’t luxuries—they’re essential. At the Herberger Institute, we harness the transformative power of creativity to solve real-world challenges and shape a more compassionate, connected future.

Our students work across disciplines—combining science, engineering, design, storytelling and the arts—to create solutions that benefit people and the planet. We’re expanding access, removing barriers and providing the resources students need to thrive, because the talent to shape the future is already here.

Together, we’re designing not just new careers, but new systems of care, connection and possibility.

https://herbergerinstitute.asu.edu/

Why work at ASU - https://cfo.asu.edu/why-work-asu: Total compensation at ASU is defined as more than the salary paid for the valuable work performed to support the success of our ASU students. It includes:

• Salary and wages paid
• Comprehensive package of affordable benefit plans and programs
• Access to world-class educational opportunities at deeply discounted rates
• ASU's total compensation estimator shows the approximate value of your overall compensation

ASU is a diverse enterprise with a wide variety of work and learning modes, locations and a commitment to sustainability, innovation and employee work-life balance. We are determined to maintain our position as an employer of choice in a competitive labor market.

Flexible work options

• Alternative work schedules can include four, 10-hour workdays in a workweek; a nine-day, 80-hour schedule over two workweeks for exempt employees only; and staggered start and stop times.
• Hybrid work is an arrangement where employees spend a minimum of 60% of their regular workweek at their primary ASU work location. Dean or vice president-level approval is required.

Driving Requirement

Driving is not required for this position.

Location

Off-Campus: Phoenix

Funding

No Federal Funding

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.