Business Operations Specialist - Downtown Phoenix

105055BR

Campus: Downtown Phoenix

Business Operations Specialist

Job Description

ASU FIDM, in the Herberger Institute for Design and the Arts at Arizona State University is seeking a highly motivated Business Operations Specialist who demonstrates independent judgment and problem-solving skills. This position interacts with staff, faculty, and administrators at all levels of ASU and should exhibit strong abilities to manage multiple tasks. This position will assist with coordinating the business operations functions in accordance with established goals, priorities, time limitations, and funding limitations. These functions include basic accounting, payroll, staffing, and other functions as designated.

Job Family

Business Operations

Department Name

ASU FIDM

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

$50,000 - $55,000 per year; DOE

Close Date

16-October-2024

Category

02

Essential Duties

• Processes payroll transactions for new and existing, student workers, teaching/research assistants/associates, etc. which may include processing offer letters, submitting new hire personnel transaction requests, renewals, and terminations and other adjustments.
• Processes student worker searches, hiring, and terminations.
• Serves as the Department Time Administrator to ensure accurate timely reporting. Provide employees with information regarding how to properly report their time. Reconcile biweekly payroll.
• Acts as a department PCard holder, making purchases on behalf of ASU FIDM and using Workday to reconcile purchases.
• Maintains approval process for all ASU FIDM purchases and prepares back up documentation as required.
• Serves as backup to the Business Operations Manager reviewing and approval all travel requests and reports.
• Prepares Purchase Requisitions for ASU FIDM and handling receiving.
• Reconciles all expenditures against budgets monthly.
• Maintains and manages retention of appropriate electronic personnel and financial records based on ASU, state and federal guidelines.
• Assists with other special projects, reports and duties as assigned

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 in business operations and financial services within a higher education environment.
• Experience exercising judgement, making decisions, setting priorities, interpreting policies and procedures, working independently and communicating effectively.
• Experience in working effectively in a fast-paced dynamic environment subject to quickly changing priorities and potentially conflicting deadlines.
• Experience in effective verbal and written communication skills. Ability to coordinate activities and establish priorities.
• Experience in being organized and detail-oriented, including the ability to prioritize and manage multiple tasks.
• Demonstrated knowledge of accounting, human resources, forecasting and budgeting practices and principles.
• Demonstrated knowledge of procedures, methods and forms associated with automated accounting systems.
• Experience in preparing detailed financial information for a variety of constituencies and using financial reporting systems.
• Demonstrated knowledge of financial controls, purchasing best practices, and other ASU policies and procedures.
• Demonstrated knowledge of PC based software for spreadsheet (Excel), database, word processing (Word), and Outlook
• Experience in use of automated/computer and university systems: Workday, Concur, and AdobeSign

Working Environment

• Activities are performed in an environmentally controlled office setting subject to extended periods of sitting, keyboarding and manipulating a computer mouse.
• Regular activities require ability to quickly change priorities which may include and/or are subject to resolutions of conflicts.
• Ability to clearly communicate to perform essential functions.
• Regular use of standard office equipment including, but not limited to computer workstation / laptop (keyboard, monitor, mouse), printer, copier, and telephone.

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
• ASU's total compensation estimator shows the approximate value of your overall compensation

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.

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.