Business Operations Specialist

Arizona State University; Tempe (AZ); Hybrid; USD 55,000 - 65,000; Full time

Benefits offered by this job

Hybrid work

Job summary

Arizona State University is seeking an Administrative Operations Specialist 2 to support financial and administrative operations in Executive Administration. The role partners with leadership, faculty, staff, and sponsors to ensure efficient, compliant business operations, including purchasing, travel, payroll, and grant management.

The position requires a bachelor's degree and several years of experience, strong financial acumen, attention to detail, and a commitment to customer service.

Qualifications

• Bachelor's degree and 3 years of related experience, or equivalent combination.
• Experience with financial transactions, purchasing, travel, payroll, and grant accounting.
• Strong attention to detail and ability to handle confidential information.

Responsibilities

• Assist with purchasing, travel, payroll, reporting, and grant financial management.
• Maintain accurate financial records and ensure compliance with policies.
• Provide exceptional customer service to faculty, staff, vendors, and sponsors.
• Support pre- and post-award grant administration and budget monitoring.
• Identify process improvements to increase efficiency and compliance.

Skills

Financial understanding

Customer service

Attention to detail

Discretion

Proactivity

Education

Bachelor's degree

Tools

Workday

Workday Finance

PeopleSoft

Concur

ERA

Job description

Job Profile

Administrative Operations Specialist 2

Job Family

Administrative Operations

Time Type

Full time

Max Pay – Depends On Experience

$65,000.00 USD Annual

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 Profile Summary

Supports and instructs those served by the department with routine to intermediate queries, applies fundamental knowledge of multiple standards, policies and procedures, and maintains accurate and detailed records.

Job Description

Salary: $55,000 - $65,000 per year; DOE

This position plays a key role in supporting the financial and administrative operations of Executive Administration. The Business Operations Specialist (BOS) works closely with leadership, faculty, staff, university business partners, and external sponsors to ensure efficient, compliant, and customer-focused business operations. The role supports purchasing, travel administration, payroll, reporting, grant financial management, and general business operations support while contributing to the smooth and efficient operation of the department.

What You'll Do

• Support Business Operations: Assist with purchasing, travel administration, payroll, reporting, grant financial management, and general business operations support for assigned units.
• Financial Support: Apply a solid understanding of financial practices to maintain accuracy and efficiency.
• Customer Service: Provide exceptional customer service while partnering with university departments, faculty, staff, vendors, and sponsors to support business operations.
• Confidentiality: Handle sensitive information with care and discretion.
• Process Improvement: Assist in identifying ways to enhance processes and contribute to operational efficiency.

What We're Looking For

• Financial Understanding: Basic understanding of financial practices and principles.
• Customer Service Focus: Strong interpersonal skills with a commitment to collaborative teamwork.
• Attention to Detail: Accuracy in all aspects of work.
• Discretion: Experience handling confidential and sensitive information.
• Proactivity: A willingness to support process improvements

Essential Duties

• Financial Support: Assist assigned units with financial transactions, ensuring compliance with ASU and sponsor requirements. Initiate and process financial transactions including requisitions, purchase orders, expense reports, expense transfers, journal entries, payments, and other financial actions using ASU enterprise systems. Secure appropriate documentation, respond to inquiries, support vendor and supplier relationships, and coordinate with vendors and university business offices to resolve purchasing and payment-related issues.
• Account Support: Assist with monitoring account expenditures, maintaining accurate financial documentation, reconciling accounts, and supporting budget maintenance for assigned departments and sponsored projects.
• Grant Coordination: Support pre- and post-award grant administration, including budget preparation, account monitoring, expense forecasting, financial reporting, and account reconciliation. Review expenditures for allowability and compliance with sponsor and university requirements, assist with resolving grant-related financial issues, and collaborate with principal investigators, department staff, and university partners to support the effective financial management of sponsored projects.
• Travel Support: Serve as a travel delegate for assigned employees by preparing and submitting travel requests, expense reports, and reimbursement documentation. Provide guidance on university travel policies and procedures while ensuring compliance with ASU and state requirements.
• Payroll Support: Serve as the department timekeeper by reviewing and processing employee timesheets, monitoring leave reporting, resolving timekeeping discrepancies, and ensuring payroll transactions are completed accurately and in accordance with university policies and payroll deadlines.
• Resource Support: Serve as a primary resource for faculty and staff regarding university financial, purchasing, travel, payroll, and grant-related policies and procedures. Provide guidance on business processes, interpret university and sponsor requirements, respond to inquiries, and assist stakeholders in resolving financial and administrative issues while ensuring compliance with applicable university, sponsor, and regulatory requirements.
• Process Improvement: Evaluate business processes and recommend opportunities to improve efficiency, consistency, customer service, and compliance.
• Risk Management: Support the identification and mitigation of financial and operational risks by ensuring compliance with university policies, sponsor requirements, and internal controls.
• Administrative Support: Provide administrative support for departmental operations, special projects, and other business functions while maintaining confidentiality and supporting organizational priorities.

Desired Qualifications

• Grants Management Knowledge: Demonstrated knowledge of grant management policies, procedures, and regulations, including post-award financial administration.
• Higher Education Experience: Experience with accounting, budgeting, purchasing, and financial processes in a higher education environment.
• Numerical Proficiency: Experience working with numerical computations and developing spreadsheets and financial reports using Microsoft Excel.
• Attention to Detail: Demonstrated ability to maintain accuracy and attention to detail while managing multiple financial and administrative responsibilities.
• Problem-Solving Skills: Experience prioritizing workloads, resolving issues, and meeting deadlines in a fast-paced environment.
• Analytical Skills: Experience preparing, analyzing, and interpreting financial reports, forecasts, and budget information.
• Communication Skills: Evidence of effective written and verbal communication skills with a strong customer service focus.
• Relationship Building: Experience building collaborative relationships with faculty, staff, vendors, sponsors, and other stakeholders.
• Team and Independent Work: Demonstrated ability to work independently while contributing effectively as part of a collaborative team.
• ASU Systems Familiarity: Experience using ASU enterprise systems such as Workday, Workday Finance, PeopleSoft, Concur, and ERA.

Working Environment

• Activities are performed in an environmentally controlled office setting subject to extended periods of sitting, keyboarding, and manipulating a computer mouse.
• Required to stand for varying lengths of time, and walk moderate distances to perform work.
• Frequent bending, reaching, lifting, pushing and pulling up to 25 pounds.
• 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.
• This position is eligible for Hybrid work - an arrangement where employees spend a minimum of 80% of their regular workweek at their primary ASU work location.

Department Statement

The Executive Administration team focuses on Business Operations, providing essential support to our units while ensuring efficiency and accountability in all business processes. We are dedicated to delivering high-quality service, optimizing resources, and fostering collaboration to advance ASU's strategic goals. By prioritizing integrity, innovation, and continuous improvement, we drive operational success and contribute to ASU's mission of excellence and community impact.

Driving Requirement

Driving is not required for this position.

Location

Campus: Tempe

Funding

Grant Funded

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

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

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.

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.