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:

• $65,000 - $72,000; DOE

Job Description:

Under direct supervision of the Business Operations Manager Senior, this position plans, organizes and coordinates the business operations functions in accordance with established goals, priorities, time limitations, funding limitations, and other specifications. These functions include accounts payable/receivable, monthly reconciliations, scholarship processing, payroll, staffing, and other functions designated by the Director or designated department administrator.

 

Additionally, this position supports the school’s activities involving marketing and communications, events, and research advancement, as needed. This position offers a great opportunity to execute a broad range of responsibilities, acquire new skills, and work independently and collaboratively with the team. The duties require excellent communication skills with a high level of attention to detail, initiative, organization, discretion, and self-management.

Essential Duties:

• Oversees ASU Foundation account transactions, including generating Foundation Workday documents within policy and preparing information reports as requested.

• Works in coordination with the Business Operations Specialist to process reimbursements, purchases, and payments, ensuring established procurement and financial policies are followed.

• Processes journals for various types of accounts throughout the fiscal year.

• Advises and/or determines which expenditures are within budget and policy guidelines; informs management of irregularities and proceeds with corrective action.

• Manages the school’s annual scholarship process which involves coordinating applications, creating award letters, event planning, and processing financial aid disbursements.

• Serves as backup for processing travel requests and expense reports in Concur.

• Oversees the usage of PCards involving compliance, verification, and reconciliation in a timely manner.

• Manages monthly account and PCard reconciliations for assigned accounts.

• Maintains financial documentation consistent with university policies, procedures, and practices.

• Assists faculty and principal investigators with post-award grant activities, including budget execution, monitoring, and reconciliation; provides information, guidance, and interpretation of complex federal and state regulations governing management of grants and contracts.

• Proactively remains current with ASU financial policies and procedures.

• Supports event-related travel expenditures, logistics coordination, scheduling, and speaker/participant activities.

• Interacts and serves as liaison with students, faculty, staff, guests, and external organizations to provide excellent customer service.

• May represent the school and serve on various school and university committees.

• Assists the Business Operations Manager Senior with special projects, requiring problem-solving, research, and recommendation of next steps.

• Other duties as assigned in support of the school's mission and activities.

Desired Qualifications:

• Demonstrated knowledge of university and state policies, procedures, and practices pertaining to accounting, budgeting, and procurement.

• Experience performing financial functions in a higher education setting, preferably at ASU and/or in an academic unit.

• Strong attention to detail.

• Experience completing account reconciliations for a high number of accounts.

• Experience with purchasing cards and the ASU Foundation.

• Evidence of effective communication, analytical and interpersonal skills.

• Experience using Microsoft Office applications (e.g., Word, Excel, Outlook), Adobe, Google Suite, and Dropbox.

• Experience using the university's enterprise systems (e.g., Workday, PeopleSoft, Analytics, Concur, Enterprise Research Administration).

• Ability to work effectively in an environment subject to quickly changing priorities and short deadlines.

• Experience in establishing and maintaining effective working relationships.

Working Environment:

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

• 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.
• Occasional evening or weekend work in support of the school’s events as needed.

Department Statement:

The School of International Letters and Cultures (SILC) is home to scholars working in twenty languages and educating its students in those languages and their accompanying literatures and cultures. With more than 1600 students enrolled in their majors and minors and more than ten thousand taking their courses in any given semester, SILC faculty bear the primary responsibility for building language proficiency and culturally nuanced critical thinking among the worldwide community of ASU graduates. For more information about the School of International Letters and Cultures (SILC), visit: https://silc.asu.edu/.

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.

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.