Operations Manager

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

Job summary

Arizona State University seeks an Administrative Operations Manager 1 to oversee routine department operations within Educational Outreach & Student Services. You will monitor budgets, implement priorities, and prepare reports for senior management.

The role requires a Bachelor's degree and 3 years of related experience or equivalent. The position is in-person, with a standard 8:00am–5:00pm schedule on campus in Tempe.

Qualifications

• Bachelor's degree and 3 years of experience or an equivalent combination.
• Experience with Workday, PCard, and fiscal policies.
• Ability to manage multiple accounts and perform reconciliations.
• Strong data analysis and reporting skills.
• Excellent written and verbal communication and problem-solving abilities.

Responsibilities

• Ensure monthly account and PCard reconciliations.
• Review line items for accuracy and compliance; provide approvals.
• Support budgeting, reporting, and internal procedures development.

Skills

Fiscal oversight

Budget monitoring

Data analysis

Communication

Problem solving

Education

Bachelor's degree

Tools

Workday

Excel

PCard

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

Arizona State University offers a comprehensive benefits package that includes valuable employee benefits to enhance the total compensation of its staff. This package includes:

• 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 escalationsRun 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 guidelinesAdvance 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.

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.

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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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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.