Business Operations Specialist Senior

Arizona State University; Tempe (AZ); Hybrid; USD 65,000 - 72,000; Full time

Job summary

Arizona State University is seeking a Business Operations Specialist Sr. to provide comprehensive business and administrative support in the College Dean’s Office.

Responsibilities include financial operations, budgeting, procurement, travel, payroll, records, and compliance, with a focus on accuracy and timely reporting. Working under established policies, you will monitor day-to-day activities, prepare reports, reconcile accounts, and assist faculty, staff, students, and administrators with

Qualifications

• Bachelor's degree and 5 years of experience appropriate to the area of assignment/field; OR, Any equivalent combination of experience and/or training.
• Strong organizational, communication, and attention to detail.
• Experience with budgeting, purchasing, travel, payroll, and records management.

Responsibilities

• Process and reconcile Dean’s Office accounts, expenditures, purchasing card transactions, and other financial activity.
• Monitor budgets, funding changes, and expenditures to ensure accurate use of funds and report variances.
• Process routine accounting and financial transactions in accordance with policies.
• Prepare and maintain financial documentation and supporting records.
• Support financial controls and compliance with university, state, federal, and donor requirements.
• Process travel requests, approvals, expense reports, reimbursements using Concur.
• Provide backup support for student personnel transactions and payroll reconciliation.
• Prepare and summarize financial, operational, and administrative reports for management.
• Maintain accurate electronic and physical records and ensure compliance with records requirements.
• Assist with process documentation and special projects to improve efficiency.

Skills

Financial operations

Budgeting

Procurement

Payroll processing

Records management

Education

Bachelor's degree or equivalent experience

Tools

Workday

Workday HCM

Concur

Excel

Job description

Job Profile

Administrative Operations Specialist 3

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 five (5) 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 College Dean’s Office is seeking a Business Operations Specialist Sr. to provide comprehensive business and administrative operations support, with primary responsibilities in financial operations, budgeting, procurement, travel, payroll, account management, records administration, and compliance. Working under established policies and procedures, this position monitors and supports day-to-day business activities, maintains accurate financial and administrative records, prepares reports, reconciles accounts and expenditures, and assists faculty, staff, students, administrators, and other stakeholders with operational and financial processes. The position requires independent judgment, attention to detail, strong organizational and communication skills, and the ability to manage multiple priorities and deadlines in a dynamic environment. The specialist serves as a resource on applicable policies, procedures, funding restrictions, and administrative systems, and assists in identifying and resolving operational issues.

Salary Range: $65,000 - $72,000 per year; DOE

Essential Duties

Financial Operations and Accounting

• Process and reconcile Dean’s Office accounts, expenditures, purchasing card transactions, and other financial activity.
• Monitor budgets, funding changes, and expenditures to ensure accurate and appropriate use of funds and report trends or variances.
• Process routine accounting and financial transactions in accordance with applicable policies and procedures.
• Prepare and maintain financial documentation and supporting records.
• Support financial controls and compliance with applicable university, state, federal, and donor requirements.

Procurement and Purchasing

• Process purchase of supplies, services, and equipment using purchasing cards and other authorized purchasing methods.
• Serve as an assigned purchasing card holder and reconcile purchasing card transactions.
• Prepare purchase requisitions and assist with receiving and related procurement activities.
• Maintain required approvals and supporting documentation.
• Review purchases and expenditures for compliance with applicable policies, procedures, and funding requirements.
• Coordinate with appropriate personnel to resolve purchasing and payment issues.

Travel Administration

• Process travel requests, approvals, expense reports, reimbursements, and related documentation using Concur.
• Serve as a travel delegate and review travel activity for completeness, accuracy, and compliance.
• Track travel expenses and resolve or assist with travel-related questions and issues.
• Provide guidance on applicable travel procedures and requirements.

Payroll and Personnel Administration

• Provide backup support for student personnel transactions, including new hires, renewals, terminations, offer letters, and other adjustments. Support student worker searches, hiring, and termination processes when assigned.
• Provide backup support for time administration and biweekly payroll reconciliation.
• Assist employees with time-reporting requirements and resolve payroll-related discrepancies.

Reporting, Records, and Compliance

• Prepare and summarize financial, operational, and administrative reports for management and unit leadership.
• Maintain accurate electronic and physical records, files, and supporting documentation.
• Ensure records are maintained in accordance with applicable university, state, and federal requirements.
• Remain current on changes to policies, procedures, practices, and methods.

Administrative Operations and Process Improvement

• Support the implementation and administration of procedures for daily operations.
• Prepare and update process documentation and reference materials.
• Coordinate activities, establish priorities, and track work to meet deadlines.
• Assist with special projects, reports, and operational initiatives.
• Identify and resolve routine financial, procurement, payroll, travel, and administrative issues.
• Recommend and assist with process improvements that enhance efficiency, accuracy, and compliance.
• Escalate issues which require additional authority or expertise.

Customer Service and Collaboration

• Serve as a resource to faculty, staff, students, administrators, and other stakeholders regarding administrative policies, financial procedures, funding requirements, and regulations.
• Respond to questions, requests, and provide appropriate information or assistance.
• Establish and maintain effective working relationships across the organization.
• Exercise sound judgment and discretion when interpreting and applying policies and procedures.

Desired Qualifications

• Experience in business operations and financial services within a higher education environment.
• Experience with accounting and financial reporting.
• Experience with purchasing cards; processing and monitoring expenditures, and audit procedures.
• Experience with ASU Foundation accounts, including document processing, gift agreements, funding transfers, deposits, and reports.
• Experience entering, reviewing, and approving scholarships in Peoplesoft and Scholarship Universe.
• Experience or proficiency with technology and systems identified for this role including Workday, Workday HCM, and Concur; Microsoft Office applications Excel, Word, and Outlook; Teams/Slack; Adobe Acrobat; Google Forms and Google Sheets.
• Ability to establish priorities and manage multiple tasks, deadlines, and competing demands.
• Strong attention to detail, organization, and time-management skills.
• Strong written and verbal communication skills.
• Ability to adapt to new technology and learn new systems and processes.
• Knowledge of university, state, federal, and administrative requirements.
• Experience in a fast-paced environment with changing priorities and potentially conflicting deadlines.
• Experience creating spreadsheets, documents, reports, presentations, and other administrative materials.

Working Environment

• Activities are performed in an environmentally controlled office setting subject to extended periods of sitting, keyboarding and manipulating a computer mouse.
• Attend meetings out of the office and have significant interpersonal interactions.
• Daily use of computer, software, and office machines.
• Hybrid work allowing for up to 2 days remote may be offered after initial training period. This is at the discretion of the supervisor and may be modified or revoked to meet business needs.

Department Statement

The College of Liberal Arts and Sciences (The College) is the largest college at ASU and is organized in a divisional structure comprised of Humanities, Natural Sciences, and Social Sciences. The atmosphere is collegial; priorities are fluid and demands for assistance come from many directions. This position provides an opportunity to exercise initiative, work with various populations and enhance leadership skills.

The College offers the greatest choice and diversity of studies of any school at Arizona State University, the largest public university in the United States. In addition to top academic programs, award-winning faculty, and state-of-the-art lab and research facilities, The College offers unique opportunities to explore a vast spectrum of academic disciplines - from science and math to languages and philosophy - that few other colleges and universities can provide. The College has 90+ undergraduate majors and 140+ graduate degrees housed in 23 interdisciplinary schools and departments. The College is redefining liberal arts and sciences education for the 21st century.

Driving Requirement

Driving is not required for this position.

Location

Campus: Tempe

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.

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.