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Business Operations Specialist

Arizona State University

Arizona State University

Operations
Tempe, AZ, USA
Posted on Saturday, July 6, 2024

Business Operations Specialist

102555BR

Campus: Tempe

Business Operations Specialist

Job Description

Under the direction of the Business Operations Manager for Dean of Students Tempe, the Business Operations Specialist performs a broad scope of fiscal duties and provides guidance to staff in support of ASU policies and procedures for the Dean of Students Tempe and its affiliated units.

This position assists with the basic budgeting, planning, organizing, coordinating and oversight of the business operations functions in accordance with established university goals, priorities, timelines, funding limitations and/or other specifications. This position is intended to cover a broad range of fiscal responsibilities to support these program areas under Educational Outreach and Student Services. The ideal candidate will be self-motivated, have a high attention to detail, possess exceptional organizational and customer service skills, and have the ability to work well in a fast-paced, deadline driven environment.

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.
• Retirement program designed to promote long-term savings and provide income upon retirement.
• Paid time for volunteer and professional development.
• 10 Paid Holidays and competitive Vacation and Sick accruals each Pay Period.
• 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.
• Flexible work arrangements are available in an alternative or hybrid schedule but will be based on the work and the needs of the university and department operations and pending leadership approval.

Days and Schedule: Monday – Friday 8:00am - 5:00pm

Job Family

Business Operations

Department Name

Dean of Students Tempe

Full-Time/Part-Time

Full-Time

VP Code

EDUC OUTRCH & STDT SVCS

Scope of Search

Open

Grant Funded Position

This is not a grant funded position and is not contingent on future grant funding.

Salary Range

$48,000 per year; DOE

Close Date

19-July-2024

Category

02

Essential Duties

  • Prepares budget proposals and recommendations and establishes budget control system for controlling expenditures; controls expenditures in accordance with budget allocations; recommends equipment and resources for function/program.
  • Monitors a variety of account expenditures, maintains and reconciles detailed budgets for various accounts, advises and/or determines which expenditures are within the budget guidelines; informs management of irregularities and proceeds with corrective action.
  • Processes travel reimbursements, purchase of supplies, services, and equipment with use of P Card and other purchasing documents in accordance with established procurement and financial policies.
  • Assists with coordination and processing of personnel searches and hiring, faculty promotion and tenure processes within the department, and maintains personnel files consistent with University policies and practices.
  • Organizes and/or prepares departmental administrative and financial reports; analyzes, summarizes and interprets information; recommends action to be taken.
  • Responds to audit requests and gathers documentation for payroll, pcards, and financial records. Also performs payroll and pcard reconciliations.
  • Develops and facilitates events, workshops, meetings or conferences; coordinates logistics, scheduling and participant communications; development of brochures or other unique projects.
  • Performs all activities associated with Department Time Administrator to ensure accurate and timely recording of exception and positive time for human resource staff members.
  • Assists with coordination and development of course schedule, text book ordering, and classroom scheduling.
  • Prioritizes and arranges meetings, conferences and appointments for unit administrator; makes necessary travel reservations and itineraries; determines and prepares background materials needed.
  • Represents the college/department and serves on various department and university committees.
  • Interacts and maintains liaison with students, faculty, staff and outside/community agencies in facilitating program objectives.

Minimum Qualifications

Bachelor's degree in a field appropriate to the area of assignment AND three (3) years of related experience; OR, Seven (7) years of related experience; OR, Any equivalent combination of experience and/or education from which comparable knowledge, skills and abilities have been achieved.

Desired Qualifications

  • Demonstrated knowledge of standard office and administrative practices
  • Experience using a financial system, human resource management system and reporting system in a higher education environment (Workday, PeopleSoft and Kenexa preferred)
  • Experience processing payroll and maintaining employee timesheets or serving as Department Time Administrator (DTA) experience (TAS preferred)
  • Demonstrated knowledge of ASU Travel policies and procedures, specifically with Concur
  • Experience working in a fast-paced environment with competing deadlines
  • Experience working with detailed financial and human resources reconciliations
  • Experience with Microsoft Office (Word, Excel, and Outlook) and Adobe Acrobat PDF
  • Experience in customer service
  • Evidence of effective communication skills
  • Experience handling cash, managing a departmental purchasing card and assisting in the operation of a fiscally sound environment
  • Ability to interpret, educate about and enforce University, divisional and department policy
  • Demonstrated knowledge of ASU travel policies and procedures and Concur travel system experience
  • Experience in preparing detailed reports on a timely basis.
  • Ability to perform detailed work in an open and shared work space.
  • Ability to supervise student employees.

Working Environment

• Work collaboratively across various departments within the University as well as with diverse populations and 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.

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, orientation programs for new freshman, 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, University Housing, Health Services, Counseling Services, Disability Resources, the Memorial Union, TRIO programs, Sun Devil Fitness, Student Government, Student Media, Career Services, Access ASU and others.

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 intellectual and cultural diversity, 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

Arizona State University is a VEVRAA Federal Contractor and an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, 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 PD 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.

Instructions to Apply

Application deadline is 3:00PM Arizona time on the date indicated.

Please include all employment information in month/year format (e.g., 6/88 to 8/94), job title, job duties and name of employer for each position.

Resume should clearly illustrate how prior knowledge and experience meets the Minimum and Desired qualifications of this position.

ASU does not pay for travel expenses associated with interviews, unless otherwise indicated.

Only electronic applications are accepted for this position.