Job Profile:
Administrative Operations Manager 1Job Family:
Administrative OperationsTime Type:
Full timeMax Pay – Depends on experience:
$105,000.00 USD AnnualApply 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 Description:
The Research Advancement team in the Herberger Institute for Design and the Arts (HIDA) is looking for a Manager, Finance and Operations to support the research office expansion in Los Angeles at the ASU California Center. In this role, the Manager, Finance and Operations will be responsible for a wide range of duties which include but are not limited to managing multiple sources of funding for large income/faculty labs, budgeting, forecasting, reporting, procurement, oversight of student awards, and human resource coordination. Additionally, this position will oversee coordinate with leadership and other operational support staff to meet the goals of the Research Advancement Office and the Institute.
The successful candidate will be a self-starter, excellent customer service and communication skills, exceptional work qualities, an ability to coordinate multiple tasks autonomously and someone who can exercise sound judgment in decision-making. This position will be a contributing member of the Research Advancement Team in HIDA.
The Herberger Institute's presence in Los Angeles currently includes the School of Art (ASU FIDM - Fashion), The Design School, and The Sidney Poitier New American Film School. The Manager, Finance and Operations will support all research activities in LA and report to the Associate Director of Research Advancement in Tempe, AZ.
Position Salary Range:
$85.000 - $105,000; depending on experience within
Essential Duties:
Manage multiple funding streams which may include local, gift and grant accounts for large income faculty/labs providing strategic insight and decision-making to maximize HIDA funding and expand research deliverables.
Responsible for account monitoring and reconciling, expense transfers, effort reporting and be a resource on sponsor policies and regulations regarding the administration of award funds; monitor compliance issues and assist in resolution, and account close out.
In conjunction with and in support of ORSPA, provides assistance and support securing additional information during negotiations as necessary; reads award documents to determine restrictions and other pertinent information; assists ASU research investigators with renewals and periodic reports for grant agencies
Works in conjunction with ORSPA and ASU research investigators to ensure timely and accurate post-award accounting of grants and contracts; reviews reconciliation of accounts for compliance of charges in accordance with sponsoring agency/contract conditions and requirements
Prepares or participates in the preparation of financial and administrative reports, analyzes and interprets statistical financial and management planning data for decision-making and strategic planning.
Maintains knowledge of ASU practices and policies in order to provide daily policy guidance and direction to HIDA staff and faculty in order to ensure compliance to all fiscal matters
Ensures the day-to-day successful execution of all assigned fiscal duties.
These may include purchasing, processing Workday documents, overseeing employee travel, approving Workday transactions, planning, and account/P-Card reconciliations for numerous accounts.
Routinely meets with RA leadership and/or HIDA leadership to review budgets, reforecast accounts, provide guidance and assist in navigating complex purchasing requests.
Manages all quarterly forecasting, annual budget submissions and other similar tasks for assigned accounts within required timeframes
Coordinates faculty, staff, and student recruitment. requiring familiarity with federal, state, and ASU employment practices.
Processes payroll and personnel actions in accordance with HIDA policy and procedures.
Manages hiring, offer letters and other HR procedures
Coordinates facilities and IT tickets to local operational support teams outside of HIDA
Provides tactical administrative and managerial advice to leadership and evaluates related proposed solutions.
Manages, supervises and trains assigned staff and/or student workers and monitors work in progress.
Reviews job performance consistent with department and university goals.
Communicates with other departments and university administrators; resolves or assists with the resolution of problems and sensitive issues.
Performs other functions designated by RA leadership or the HIDA Dean's Office.
Desired Qualifications:
Evidence of a Bachelor's Degree in Accounting, Finance or Business, including knowledge of principles, practices and methods of accounting and budgeting
Experience using a financial management system in a higher education environment (Workday, preferred)
Experience with Adaptive Planning, ASU's budgeting system
Experience preparing, managing and forecasting multiple budgets
Experience reconciling accounts
Experience in advising on financial management issues, and when appropriate resolves complex problems with stakeholders.
Demonstrated knowledge of grants and contracts procedures and administration of awards.
Experience in utilizing knowledge of research administration to identify solutions to issues.
Experience in being a problem solver who can take initiative and set priorities while being flexible.
Demonstrated knowledge of Concur and ASU travel policies and procedures
Experience managing a departmental purchasing card and reconciliations
Experience processing and approving scholarships and/or awards
Experience assisting in the operation of a fiscally sound environment
Experience hiring, writing offer letters, and following HR procedures
Familiarity with California employment regulations
Evidence of effective customer service skills
Experience working in a fast-paced environment with competing deadlines
Experience in creating detailed and complex numerical computations and spreadsheets within Excel
Experience with Microsoft Office (i.e.. Word, Excel, and Outlook)
Working Environment:
Activities are performed in an environmentally controlled office setting subject to extended periodsof sitting, keyboarding and manipulating a computer mouse.
Frequently required to stand for varying lengths or time and walk moderate distances to perform work.
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.
Use office equipment such as a 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 Design School; The Sidney Poitier New American Film School; The GAME School; and the School of Music, Dance and Theatre; as well as the ASU Art Museum and the ASU FIDM Museum. With programs ranked top 20 and more than 135 degree and certificate options in art, architecture, dance, design, fashion, film, gaming, media arts and sciences, music, and more, plus expert faculty, state-of-the-art immersive media facilities, notable performing arts venues, and national and international partnerships, the Herberger Institute is a powerhouse of art, culture and design and a model of inclusive excellence.
In a rapidly changing world, design and the arts aren’t luxuries—they’re essential. At the Herberger Institute, we harness the transformative power of creativity to solve real-world challenges and shape a more compassionate, connected future.
Our students work across disciplines—combining science, engineering, design, storytelling and the arts—to create solutions that benefit people and the planet. We’re expanding access, removing barriers and providing the resources students need to thrive, because the talent to shape the future is already here.
Together, we’re designing not just new careers, but new systems of care, connection and possibility.
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