Operations Manager

Arizona State University; Tempe (AZ); On-site; USD 60,000 - 65,000; Full time

Benefits offered by this job

Tuition reduction

Health insurance

Retirement plan

Volunteer time

Wellness program

Disability leave

Employee assistance

ASU discounts

Job summary

Arizona State University in Tempe seeks an Administrative Operations Manager 1 to oversee routine department operations, monitor budgets, and support senior leadership with strategic priorities and reporting.

The role integrates fiscal, purchasing, grant management, and data analysis duties within Educational Outreach & Student Services (EOSS); it requires a bachelor's degree and several years of related experience or equivalent training, with standard business hours Monday–Friday.

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.

Responsibilities

• Manage routine operations of a department within the division.
• Monitor budget, implements strategic priorities, and prepares reports for senior management.
• Provide fiscal, transactional and management support for multiple departments with Educational Outreach & Student Services (EOSS).
• Assist with accounting, purchasing, grant management, data analysis, planning and developing internal procedures.

Skills

Fiscal policies

Financial transactions

Payroll reconciliation

Multi-account management

Fund accounting

Purchasing policy

Workday

Excel

Report analysis

Communication skills

Education

Bachelor's degree or equivalent

Tools

Workday

Excel

Job description

Job Profile:

Administrative Operations Manager 1

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 Profile Summary:

Manages the routine operations of a department within the division. Monitors budget, implements strategic priorities, and prepares reports for senior management.

Job Description:

Salary: $60,000 to $65,000 annually; DOE

As part of a team of Fiscal and HR staff, the Operations Manager provides fiscal, transactional and management support for multiple departments with Educational Outreach & Student Services (EOSS). The Operations Manager is responsible for a wide range of duties which include, but are not limited to, accounting, purchasing, grant management, data analysis, planning, and developing internal procedures. Duties will also include purchasing card management, an in-depth knowledge of fiscal policy, building and creating reports from various databases and software programs, and acting as a resource for EOSS department fiscal staff. These functions include assisting accounting, position funding, strategic planning, inventory control, internal procedures and other functions that have been designated.

What’s in it for you:

• Tuition Reduction Program for staff members, their spouses, and dependents, available on day one.
• Low-cost health, dental, vision, and life insurance benefits available on day one.
• Retirement program designed to promote long-term savings and provide income upon retirement.
• Paid time for volunteer and professional development.
• Wellness program for preventative health education and screenings.
• Disability and leave program for income protection.
• Employee assistance for free and confidential behavioral health services.
• ASU Discounts to sports/events along with discounts with ASU partnerships

This is an in-person, full-time position with a standard schedule of Monday through Friday, 8:00am to 5:00pm.

Working Environment:

• Professionally represent department/program
• Sit or stand for prolonged periods of time
• Work collaboratively across various departments within the University as well as with populations and groups
• Develop and deliver presentations to groups
• Use computers effectively – including inputting, reviewing and retrieving information, extended periods of viewing screen and using mouse and keyboard
• Use critical thinking to make decisions and/or analyze data
• Communicate effectively both orally and in writing
• Walk throughout campus for meetings or events, regardless of the weather
• Work collaboratively to achieve objectives
• Climb stairs in locations with no elevator, such as with the mezzanine level of the MU, or Irish Hall
• Ability to lift 35 lbs.

Essential Duties:

Audit / Reconciliation Accuracy (70%)

• Ensure monthly account and PCard reconciliations
• Review line items for accuracy/compliance/backup and provide approvals
• Handle reconciliation issues, queries, and escalations
• Run outstanding encumbrances report, match exception report, travel dashboard, RFF dashboard and PCD report weekly; follow up with BOS as needed
• Work with teams on correcting audit findings; work with AD on how to be preventative in the future

Operations Management (20%)

• Monitor BOS queues and approve initial purchase transactions- review/approve for compliance and backup (adjustments reviewed and approved by BOM) in Workday
• Review/Approve operational expenses in Workday
• Review/Approve PCD's in Workday for compliance and backup
• Ensure efficient processing of team and escalation if needed
• Review/Approve Scholarships; ensure disbursement; follow up if needed
• Ensure work tags are being used correctly/accurately so BOM can use for budgets
• Review computer user list annually (as requested)

Supervision of Operations Specialists (10%)

• Provide supervision, coaching, workload guidance, and performance oversight
• Conduct Check In’s with direct reports to
• Ensure staff performance duties with accuracy, efficiency, and policy compliance
• Approve employee hours and time off (as needed)
• Ensure staff are properly trained and maintain proficiency in fiscal systems and procedures
• Attend assigned unit leadership team meetings

Desired Qualifications:

• Demonstrated knowledge of fiscal policies and procedures and overall fiscal administration
• Experience with processing financial transactions
• Knowledge of financial and payroll reconciliation processes
• Experience in managing multiple accounts
• Demonstrated knowledge of fund accounting and purchasing policy
• Experience with processing purchases through Workday adhering to ASU policy with certain thresholds
• Demonstrated knowledge of PCard guidelines
• Advance knowledge of excel specifically processing completed formulas and pivot tables
• Experience in pulling, reviewing and comprehending reports
• Able to work in a high-volume environment with being able to adapt to changing requests and competing deadlines
• Evidence of problem-solving skills to streamline a process or find solutions in complex issues
• Evidence of effective communication skills

Department Statement:

Educational Outreach and Student Services (EOSS) is committed to enrolling all qualified students at Arizona State University and assisting them in their academic success. EOSS provides a broad range of services and support to students and prospective students ranging from outreach efforts with K-12 schools, new student experiences for students and families, bridge programs to assist the transition to a university environment, and a wide variety of services, programs and activities for enrolled students. EOSS has direct responsibility for multiple departments across four campuses, some of which include the Dean of Students, Student Rights and Responsibilities, University Housing, Health Services, Counseling Services, Student Accessibility and Inclusive Learning Services, the Unions and Centers, TRIO programs, Sun Devil Fitness & Wellness, Student Government, Student Media, Career and Professional Development Services, Access ASU and others.

Graduate Assistant, Intern and part-time positions are counted as half time for experience equivalency, meaning one year equals six months of experience.

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 .

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.