Business Operations Specialist

99138BR

Campus: Tempe

Business Operations Specialist

Job Description

The School of Human Evolution and Social Change (SHESC) seeks a highly motivated and organized Business Operations Specialist to join its Business Operations team. Reporting to the Business Operations Specialist, Sr., this position is intended to provide heavy support to business operations-related functions, which primarily consists of fulfilling procurement requests and handling university travel requests and expense claims, while also covering a broad range of business responsibilities.

This position performs work of considerable responsibility in a team-setting to ensure consistent use of standard business practices, internal controls, fiscal policies and procedures in accordance with all applicable governing, state, and federal regulations. This is a great opportunity for someone who enjoys being part of a team to support the day-to-day operations of bustling academic work environment. The successful candidate will be a self-starter with an efficient work methodology capable of handling significant volume – both with transactional processing and ability to process and synthesize policy-driven information.  

This position will routinely interact with other members of the SHESC staff, faculty, administrators at all ASU levels, and external parties, so excellent communication skills are critical to maintain effective working relationships with diverse populations. They will need to exhibit strong abilities to manage multiple tasks and priorities and have the ability to problem solve and work well in a fast-paced, deadline driven team environment. Knowledge of academic and university policies and procedures and the ability to identify and implement best practice is highly desirable.

Job Family

Business Operations

Full-Time/Part-Time

Full-Time

Grant Funded Position

This is not a grant funded position and is not contingent on future grant funding.

Salary Range

$50,000 - $52,000 per year; DOE

Close Date

26-February-2024

Essential Duties

Support of Day-to-Day Financial Operations -- Duties include, but are not limited to: 

• Manage the travel process in ASU’s travel system Concur, which requires knowledge of ASU travel policies and procedures. 
• Responsible for fulfilling purchase requests initiated by SHESC faculty and staff. 
• Analyze and make recommendations for supplies, service requirements, and capital equipment, as needed.  
• Assist with information and data gathering in the preparation of departmental administrative and financial reports; analyze, summarize, and interpret information. 
• Provide general support to the rest of the business services team members, which includes HR, front office operations, fiscal oversight, and research advancement, to process transactions such as journals, expense transfers, etc. 

Financial Oversight and Compliance -- Duties include, but are not limited to: 

• Manage Purchasing Card (P-Card) transaction accounting details and spend categories across various systems and ensure completion of the P-Card verification process within Workday.
• Manage internal team compliance effort and reporting that currently includes tracking and following up on Workday expense reimbursements and monitoring the grant holding account for transactions initiated on grant P-Cards.
• Track and manage the team’s various resources tied to purchase tracking that currently includes managing [email protected] and oversight on the shared Business Operations and Front Office team’s purchase log.
• Maintain exceptional knowledge of ASU practices and policies in order to provide daily policy guidance and direction to SHESC faculty and staff in order to ensure compliance related to all fiscal and travel-related matters.  
• Maintain financial files and documentation following established procurement and financial policies as required by ASU/ABOR/ASUF. 
• Work with BOS, Sr. and ADO to ensure and verify consistency and compliance of business operations activities across SHESC-related centers and institutes; prepares and updates internal manuals. 

Collaborative Functions -- Duties include, but are not limited to: 

• Assist in management of the business operations shared inbox to respond to requests and inquiries within the required service standard.
• Manage high-priority activities in a fast-paced environment requiring coordination and follow through; responds to administrative inquiries and ensures resolution and follow-up. 
• Participate in team meetings and activities.
• Assist BOS, Sr. and ADO with special projects as directed and other duties as assigned. 

Minimum Qualifications

Bachelor's degree in a field appropriate to the area of assignment AND three (3) years of related experience; OR, Seven (7) years of related experience; OR, Any equivalent combination of experience and/or education from which comparable knowledge, skills and abilities have been achieved.

Desired Qualifications

• Experience in an academic unit environment and knowledge of the academic and research enterprise of ASU.
• Experience with managing compliance-oriented work requests.
• Experience with regular correspondence and relaying information to various audiences seeking guidance and assistance.
• Experience in working independently, exercising analytical skills, and decision making, in an environment subject to minimal direction/supervision.
• Experience in working effectively in an environment subject to regularly changing priorities and strict deadlines requiring regular follow through of activities within assigned work.
• Analytical skills and the ability to briefly summarize information from various sources.
• Comfort with problem-solving complex issues, meeting deadlines, and nimble decision-making.

Working Environment

• A  Monday-Friday work schedule. Occasional weekend work and/or travel will be required for critical deadlines and/or events. 
• Upon completion of a successful probationary period, the candidate may be eligible for (1) remote work day per week.
• Working both independently and within a complex structured team.
• Clearly communicating to perform essential functions.
• Quickly changing priorities, which may include and/or are subject to resolution of conflicts.
• Performing activities in an environmentally controlled office setting.
• Using software and computer equipment (i.e. monitor, keyboard, mouse) for extended periods of time.
• Using office equipment (i.e. printers, copiers, fax machine, telephones, calculator).
• Frequently bending, reaching, lifting, pushing, pulling, and transporting up to 25 pounds.
• Standing for varying lengths of time and walking moderate distances to perform work.

Department Statement

Known for its leadership in innovative education and research, the School of Human Evolution and Social Change includes one of the nation's top-ranked anthropology programs and the largest and most research-productive transdisciplinary anthropology faculty in the nation. Staying true to our four-field anthropological origins means we remain committed to leveraging a long-term, comparative, and holistic perspective on human origins and diversity as a way to understand and address complex problems, now and for the future, and a deep concern for community engagement and social justice. In addition to anthropology, our students can earn degrees in global health, applied mathematics for the life and social sciences and museum studies. We are also known for our high quality study abroad, field school programs and research apprenticeship opportunities for our ~1,000 undergraduate majors and ~100 graduate students.
We offer a dynamic, collegial, and challenging work environment due to the pace of innovation, complex array of research and academic programs, and high profile initiatives. SHESC is one of the largest social science unit in the College of Liberal Arts and Sciences, ASU's largest and most diverse college. For complete information, see http://shesc.asu.edu/

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 intellectual and cultural diversity, 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

Arizona State University is a VEVRAA Federal Contractor and an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other basis protected by law.

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Employment Verification Statement

ASU conducts pre-employment screening which may include verification of work history, academic credentials, licenses, and certifications.

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.

Instructions to Apply

Application deadline is 3:00PM Arizona time on the date indicated.

Please include all employment information in month/year format (e.g., 6/88 to 8/94), job title, job duties and name of employer for each position.

Resume should clearly illustrate how prior knowledge and experience meets the Minimum and Desired qualifications of this position.

ASU does not pay for travel expenses associated with interviews, unless otherwise indicated.

Only electronic applications are accepted for this position.