Administrative Operations Specialist 3

Job Profile:

Administrative Operations Specialist 3

Job Family:

Administrative Operations

Time Type:

Full time

Max Pay – Depends on experience:

$75,000.00 USD Annual

Apply before 11:59 PM Arizona time the day before the posted End Date.

Minimum Qualifications:

Bachelor's degree and five (5) 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:

Business Operations Specialist Sr.

$65,000 - $75,000 per year

Under the direct supervision of the Chair/Director or designated department administrator, assists with planning, organizing and coordinating the business operations functions in accordance with established goals, priorities, time limitations, funding limitations or other specifications. These functions include basic budgeting, accounting, payroll, staffing, academic services, and other functions designated by unit administrator. This position is intended to cover a broad range of responsibilities in the absence of a designated HR or financial specialist(s).

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.

• Assists with coordination and development of course schedule, textbook 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.

Desired Qualifications:

• Demonstrated experience with Workday FMS and HCRM

• Working knowledge of basic principles, practices, and methods of accounting, budgeting, and inventory management

• Foundational understanding of project management

• Proficiency in performing detailed and complex numerical computations and reporting, including budget analysis and evaluation of management information systems

• Expertise in designing presentation materials

• Ability to coordinate activities and establish priorities

• Proven ability to build and maintain effective working relationships

• Strong communication skills, both verbal and written

Working Environment:

• Activities are performed in an environmentally controlled office setting subject to extended periods of sitting, keyboarding and manipulating a computer mouse.

• Ability to clearly communicate verbally, read, write, see and hear to perform essential functions.

• Required to stand for varying lengths of time and walk moderate distances to perform work.

• Occasional bending, reaching, lifting, pushing and pulling up to 25 pounds.

• Regular use of standard office equipment including but not limited to computer workstation/laptop (keyboard, monitor, mouse), printer, fax, calculator, copier, telephone and associated computer/technology peripherals.

Department Statement:

At the School of Earth and Space Exploration, our faculty, researchers, and students seek to expand the frontiers of knowledge through the exploration of Earth, space, matter, time, and life. More and more, successful exploration depends on engineering theory and practice to create technologies for scientific advances. Our programs explicitly emphasize the importance of technology in modern scientific research. We look beyond traditional academic boundaries to identify big problems and invent the means to solve them. Our work requires team support, and we strive to maintain a positive, collaborative, and interdisciplinary culture. We are committed to supporting all members of our community.

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$20884.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, n