Job Profile:
Administrative Operations Specialist 2
Job Family:
Administrative Operations
Time Type:
Full time
Max Pay – Depends on experience:
$55,000.00 USD Annual
Apply before 11:59 PM Arizona time the day before the posted End Date.
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:
Supports and instructs those served by the department with routine to intermediate queries, applies fundamental knowledge of multiple standards, policies and procedures, and maintains accurate and detailed records.
Job Description:
Salary: $50,000 - $55,000 annually; DOE
Under the direction of the Business Operations Manager, 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 core business team and supports Educational Outreach and Student Services. This position assists with the basic payment processing, 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 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.
This is an in-person, full-time position with a standard schedule of Monday through Friday, 8:00 am to 5:00 pm.
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 the ability to quickly change priorities which may include and/or are subject to resolution of conflicts.
Ability to clearly communicate.
Calculator, telephone, computer (monitor, keyboard, and mouse), printer, fax, and copier.
This position receives regular review of objectives.
Essential Duties:
Work independently and exercise professional judgement to serve as a knowledgeable and helpful resource
Keep up to date on ASU and department policies and procedures to ensure accurate output and processing
Assist students and staff with their trip requests and expense reports
Monitor a variety of account expenditures.
Assist with audit requests and gathering documentation
Process departmental supply orders
Assist with special projects, requiring problem solving, research and recommendation of next steps
Initiate and/or approves financial transactions in University accounting systems ASUs Financial Management Systems in accordance with best practices
Provides solutions to problems presented by customers, colleagues and student, recommends changes to methods or procedures to management, utilizing knowledge of University policy and procedure to ensure accurate financial processing
Advise and counsel on accounting and procurement matters to department and/or University staff, provides program specific training to campus users as needed, such as financial literacy (cash handling, expense and purchasing guidelines) to new staff, and best practices for student expenditures
Maintaining a departmental p-card(s), including daily management, document retention and monthly reconciliations
Providing oversight and ensuring accuracy of the purchasing process within departmental units
Assists with document retention and audit requests by gathering documentation and financial records
May assist in maintaining the department physical key control system. Processes key requests and maintains accurate inventory
Provide supervision to student staff as needed
Perform other duties, as assigned
Desired Qualification:
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 preferred)
Experience processing payroll and maintaining employee timesheets or serving as Department Time Administrator (DTA) experience
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
Experience with Microsoft Office (Word, Excel, and Outlook) and Adobe Acrobat PDF
Experience in customer service
Evidence of effective communication skills
Demonstrated 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
Skill in preparing detailed reports on a timely basis.
Ability to perform detailed work in an open and shared workspace.
Ability to supervise student employees.
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
Instructions to Apply:
Current employees, student workers seeking staff opportunities, and students applying for student worker positions must apply directly through the Workday Jobs Hub.
Please use the link below to log in using single sign-on.
https://www.myworkday.com/asu/d/inst/1$9925/9925$20123.htmld
To be considered, your application must include all of the following attachments:
Cover letter
Resume or CV
Multiple documents may be uploaded in the attachments section. Alternatively, applicants may combine all required materials into a single PDF for submission. Please ensure uploaded documents are clearly labeled and include your name.
Please ensure your resume includes all employment information in month and year format, for example 6/04 to 8/14, along with job title, job duties, and employer name for each position. Your resume should clearly demonstrate how your experience and background meet the minimum and desired qualifications for this position. Incomplete applications or missing required materials may not be considered.
Important: Do not withdraw your application to make edits. Once an application is withdrawn, it cannot be edited, reactivated, or replaced with a new submission. If you have questions or need assistance, please contact The Office of Human Resources Talent Acquisition before the posting close date.
Graduate Assistant, Intern and part-time positions are counted as half time for experience equivalency, meaning one year equals six months of experience.
Only electronic applications will be accepted for this position. By submitting an application, you confirm that the information provided is accurate and complete.
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 .
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.
