Job Profile:

Administrative Operations Specialist 3

Job Family:

Administrative Operations

Time Type:

Full time

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 Profile Summary:
Supports and instructs those served by the department with complex queries, applies specialized knowledge of multiple standards, policies and procedures, and maintains accurate and detailed records.

Job Description:

Position Salary Range: $57,900 - $64,000 per year; DOE

Job Description:

Under the direction of the Senior Program Manager, Youth Entrepreneurship Finance and Operations, the Program Manager, Youth Entrepreneurship Finance coordinates the financial operations, grant administration, and business processes that support grant-funded K–12 programs within the J. Orin Edson Entrepreneurship + Innovation Institute.

This is a grant-funded position and is contingent on future grant funding.

Essential Duties:

Financial Operations & Program Administration (75%)

• Coordinate financial operations for Youth Entrepreneurship grant-funded programs, including travel, p-card administration, account reconciliation, grant financial administration, and related business processes, ensuring compliance with university and sponsor requirements.
• Serve as the primary liaison between the Youth Entrepreneurship team and university finance and administrative offices, coordinating financial and administrative activities that support grant-funded programs.
• Prepare, review, and coordinate financial and administrative documentation through established university business processes, ensuring timely routing, compliance, and accurate financial recordkeeping.
• Monitor financial workflow transactions, coordinate required approvals and supporting documentation, and facilitate timely processing within the university financial management system.
• Reconcile financial transactions and assigned accounts, identify discrepancies, coordinate necessary corrections, and maintain accurate financial records.
• Coordinate grant-related financial administration, including account maintenance, approver updates, budget revisions, and the establishment of local accounts, in accordance with university and sponsor requirements.
• Collaborate with unit administration to support financial operations, monitor expenditures, maintain compliance with university and sponsor policies, and recommend process improvements that enhance operational efficiency.

 

Data Analysis and Reporting (15%)

• Collect, maintain, and analyze financial and programmatic data to support grant administration, including tracking stipends, technology expenditures, travel, and other program-related activities for internal and sponsor reporting.
• Generate monthly financial reports for assigned accounts to support budget monitoring, financial planning, and operational decision-making.
• Prepare quarterly budget reports for grant-funded programs, highlighting key financial metrics, expenditure trends, and variance analyses.
• Assist in the preparation of sponsor, impact, and other financial or operational reports, as required.
• Monitor program budgets, burn rates, timelines, and resource allocations, identifying potential concerns and communicating recommendations to unit administration.

 

Other (10%)

• Support ASU and community initiatives that align with the mission and strategic priorities of the J. Orin Edson Entrepreneurship + Innovation Institute.
• Represent ASU, Edson E+I, and/or Youth Entrepreneurship on department, institute, university, and community committees, workgroups, and collaborative initiatives, as requested.
• Develop and sustain collaborative relationships with external partners, including program delivery partners, school administrators, community organizations, funding partners, vendors, and other stakeholders.
• Build and maintain collaborative relationships with internal staff, faculty, and university partners to advance Youth Entrepreneurship initiatives and foster engagement across the broader ASU and Edson E+I community.
• Perform other duties as assigned to support team, institute, and university objectives.

Desired Qualifications:

• Previous experience in grant management, travel coordination, or financial administration. Including knowledge of grant regulations and compliance standards.

• Strong understanding of financial processes and/or financial systems such as Workday, Concur, or Amazon WorkSpaces.

• Proficiency with Microsoft Office Suite (Excel, Word, PowerPoint, Outlook) and/or Google Workspace (Sheets, Docs, Slides, Drive).

• Prior experience using Airtable.
  

Working Environment:

• Work duties are performed in settings including, ASU SkySong (Scottsdale, AZ) and various event/program locations.
• Climate-controlled office setting subject to extended periods of being in a stationary position.
• 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.
• Some domestic travel to various program locations may be required.
• May require a flexible working schedule in order to accommodate projects and initiatives.
• Move items weighing up to 25 pounds.

Department Statement:

Every year since 2016, ASU has been named the most innovative university in the nation, recognizing the university's culture of groundbreaking research and partnerships, as well as its commitment to helping students thrive in college and beyond. U.S. News and World Report has named ASU as the most innovative university all twelve years the category has existed.

ASU Knowledge Enterprise advances research, innovation, strategic partnerships, entrepreneurship, and international development. Our success arises from solutions-focused, interdisciplinary research; an entrepreneurial approach that is embedded in every school and department; and a commitment to transform society in a positive way.
 
The J. Orin Edson Entrepreneurship + Innovation Institute supports connections and collaborations across ASU and its partner communities to make entrepreneurship accessible to everyone by providing material support and resources for entrepreneurship while advancing ASU’s national and international reputation as an entrepreneurial institution of higher education. Edson E+I is a dynamic and fast-paced working environment with a team of interdisciplinary colleagues supporting an extensive suite of programs that provide outreach, engagement, and training opportunities to promote an entrepreneurial ecosystem and economic growth.

Driving Requirement:

Driving is not required for this position.

Location:

Off-Campus: Scottsdale

Funding:

Grant Funded

 

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.

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.

ASU’s comprehensive benefits package is a key part of your total compensation. Visit the ASU Compensation Estimator

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.