Business Operations Specialist

104854BR

Campus: Tempe

Business Operations Specialist

Job Description

The Design School in the Herberger Institute for Design and Arts seeks a highly motivated, outgoing, dynamic Business Operations Specialist to join our business services team. Under direction of the Business Operations Manager, the successful candidate will play a key role in planning, organizing and coordinating the business and human resource operations functions in accordance with established goals, priorities, time limitations, funding limitations or other specifications.

This position will perform work of considerable responsibility in administering business operations, and personnel transaction request actions in a complex academic unit. The successful candidate will be a problem solver, skilled in developing and maintaining effective working relationships in a diverse population, experienced in handling confidential and sensitive information and excellent communication skills.

Job Family

Business Operations

Department Name

The Design School

Full-Time/Part-Time

Full-Time

VP Code

EXEC VP/PROVOST

Scope of Search

Open

Grant Funded Position

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

Salary Range

$45,000 - $50,000 per year; DOE

Close Date

08-October-2024

Category

02

Essential Duties

• Assists in preparation of budget proposals and recommendations; controls expenditures in accordance with budget allocations; recommends equipment and resources for function/program.
• Monitors and maintains a variety of revenues and expenditures in accordance with budget allocations
• Processes business-related reimbursements, purchases, travel, gift cards, services and equipment using the University’s various financial systems (Workday, SunRISE) and the Purchasing Card (PCard), in accordance with established procurement and financial policies.
• Organizes and/or prepares departmental administrative and financial reports; analyzes, summarizes and interprets information; recommends or implements action to be taken.
• Coordinates internal audits and responds to external audit requests
• Processes ASU Foundation account transactions, including generating Foundation Workday documents within policy and preparing information reports as requested by ASU Foundation
• Manages account and PCard reconciliations and reconciles detailed budgets monthly for various accounts using Workday reports
• Oversees a variety of account expenditures, looks up various accounts, advises and/or determines which expenditures are within guidelines, informs management of irregularities and corrective action.
• Works independently and exercises professional judgment to serve as a knowledgeable and helpful resource in respect to ASU fiscal/HR policies and procedures and to ensure accurate output and processing in all assigned areas.
• Assists with special projects, requiring problem solving, research and recommendation of next steps.
• Assists with Administrative / Student and Faculty Associates Talent Acquisitions
• Coordinates the year-round recruitment efforts of all student worker positions, which includes posting the positions, communicating with applicants, screening/providing application materials, scheduling interviews, preparing job offer letters.
• Coordinates with HIDA HR on faculty associate recruitment and process the year-round faculty associate offer letters from templates provided from HIDA HR for returning faculty associates and personnel transaction requests , within the department, and creates and maintains personnel files consistent with University policies and practices.
• Manages high volume of student workers, returning faculty associates and teaching/research assistants/associates (TA/RA), etc., which includes preparing and processing various personnel transaction requests, offer letter generation from templates provided by HIDA HR; FTE change; position accounting modification; payroll redistributions; terminations, etc.
• Coordinates various tasks for the new employee onboarding process, including technology, key requests, office preparation and various equipment.

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

• Experience working in Higher Education
• Evidence of effective customer service and communication skills.
• Demonstrated knowledge of basic principles, practices and methods of accounting, budgeting and inventory management.
• Experience using an internal Financial Management System for Accounts Payable and Human Resources management system
• Experience managing a departmental purchasing card and assisting in the operation of a fiscally sound environment.
• Experience successfully working in a fast-paced, deadline driven environment.
• Experience with Microsoft Office (Word, Excel, Outlook), Adobe Sign, Adobe Pro, Canvas, Google Suite, Dropbox, etc.
• Experience in coordinating activities and establishing priorities for self and others

Working Environment

• Activities are performed in an environmentally controlled office setting subject to extended periods of sitting, keyboarding and manipulating a computer mouse (75%); frequently required to stand for varying lengths of time and walk moderate distances to perform work (25).
• Regular activities require ability to quickly change priorities which may include and/or are subject to resolution of conflicts.
• Ability to clearly communicate to perform essential functions.
• Calculator, telephone, computer (monitor, keyboard and mouse), printer, fax and copier. This position receives regular review of objectives.

Department Statement

The Herberger Institute comprises six schools: ASU FIDM; the School of Art; the School of Arts, Media and Engineering; The Design School; The Sidney Poitier New American Film School; and the School of Music, Dance and Theatre; and two museums: ASU Art Museum and the ASU FIDM Museum. With programs ranked top 20 and more than 125 degree and certificate options in art, dance, design, fashion, film, media arts and sciences, and more, plus a top university art museum, a leading immersive media facility, and national and international partnerships, the Herberger Institute is a powerhouse of art, culture and design and a model of inclusive excellence.
Our mission is to position designers, artists, scholars and educators at the center of public life and prepare them to use their creative capacities to advance culture, build community and imaginatively address today’s most pressing challenges.
The vision of the Herberger Institute is to advance the New American University by embedding designers, artists and arts-based inquiry at its core and throughout the communities it serves locally, nationally and internationally. With almost 9,000 students and more than 750 faculty members, the Herberger Institute is committed to redefining the 21st-century design and arts school.
As part of Arizona State University, the most innovative university in the nation, the Herberger Institute seeks to drive and scale new ways for arts and design to have impact in our world. We invite you to join our work.
Values:

• Creativity as a core 21st-century competency
• Design and the arts as critical resources for transforming our society
• Innovation, enterprise and entrepreneurship
• Interdisciplinary and transdisciplinary collaboration and research
• Social embeddedness
• Projecting all voices
• Excellence

https://herbergerinstitute.asu.edu/

Why work @ASU - https://cfo.asu.edu/why-work-asu: Total compensation at ASU is defined as more than the salary paid for the valuable work performed to support the success of our ASU students. It includes:

• Salary and wages paid
• Comprehensive package of affordable benefit plans and programs
• Access to world-class educational opportunities at deeply discounted rates
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ASU is a diverse enterprise with a wide variety of work and learning modes, locations and a commitment to sustainability, innovation and employee work-life balance. We are determined to maintain our position as an employer of choice in a competitive labor market.
Flexible work options

• Alternative work schedules can include four, 10-hour workdays in a workweek; a nine-day, 80-hour schedule over two workweeks for exempt employees only; and staggered start and stop times.
• Hybrid work is an arrangement where employees spend a minimum of 60% of their regular workweek at their primary ASU work location. Dean or vice president-level approval is required.

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.

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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.

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.