Business Ops Specialist Sr

Updated: about 1 month ago
Job Type: FullTime
Deadline: 17 May 2024

101096BR

Campus: Tempe

Business Ops Specialist Sr


Job Description

The ASU College of Liberal Arts and Sciences (The College) Dean's Office is seeking a Business Operations Specialist, Sr. to join the Business Services team. Under direct supervision of the Business Operations Manager, Sr. this position will perform a broad range of fiscal and human resource responsibilities to ensure ongoing adherence with established policies. The successful candidate will be a self-starter with an efficient work methodology, an ability to coordinate multiple tasks autonomously, and who can exercise sound judgment in decision-making. This position will routinely interact with members of the staff, faculty, administrators at all ASU levels, and external parties, so excellent communication skills are critical. Knowledge of academic and university policies and procedures and the ability to identify and implement best practice is desirable.


Job Family

Business Operations


Department Name

College Of Lib Arts & Sciences


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

$55,000 - $67,000 per year; DOE


Essential Duties

  • Serves as travel delegate for dean’s office employees as needed to coordinate travel requests and expense claims for domestic and international travel.
  • Assist in supporting the development department by facilitating new account setup, and generate gift acknowledgment reports, distributing new gift reports to respective units, as required.
  • Prepare Pcard reports and travel reports for units within the The College, ensuring accuracy and compliance with policies.
  • Monitor RID accounts, oversee payroll redistributions, and manage carbon journals and position accounting.
  • Assist with Budget Position Control (BPC) reports and monthly account reconciliation for specified accounts, excluding General Operations.
  • Reconcile Pcard transactions for various Dean’s Office Pcards and process allocation in PaymentNet for the Dean's Office, ensuring accuracy of accounting details and spend categories.
  • Coordinates, reviews and manages new suppliers, independent contractors and speaker contracts.
  • Serve as backup for hiring and HR processes for designated units, particularly for student hiring units.
  • Serves as backup for college scholarships, reviewing and approving all unit scholarship submissions through Foundation Workday/PeopleSoft. 
  • Serve as backup for payroll reconciliation, Department Time Administration (DTA), and staff/student hiring. 
  • Organizes and/or prepares departmental administrative and financial reports; analyzes, summarizes, and interprets information; recommends or implements action to be taken. 
  • Coordinates internal and external audits and prepares audit documents for payroll reconciliations, cards, and financial records. 
  • Manages the processing of expense reimbursements in Workday, travel reimbursements (Concur), and purchase of supplies, services, and equipment using a PCard and other purchasing documents (Workday, SUNRISE) per established procurement and financial policies for the dean’s office.
  • Work closely with internal college offices to provide financial support for processing and special projects. 
  • Work independently and exercise professional judgment to serve as a knowledgeable and helpful resource concerning ASU and The College of Liberal Arts and Sciences policies and procedures and to ensure accurate output and processing.
  • Represent the college/department and serve on various department and university committees.
  • Interact and liaise with students, faculty, staff, and outside/community agencies to facilitate program objectives.
  • Perform all other job-related duties as assigned.

Minimum Qualifications

Bachelor's degree in a field appropriate to the area of assignment AND five (5) years of related experience; OR, Nine (9) 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 performing financial and human resource functions in a higher education setting, preferably ASU. 
  • Demonstrated knowledge of university financial and administrative systems: ASU and Foundation Workday, PeopleSoft, Analytics, Kenexa BrassRing, Concur. 
  • Experience with purchasing cards; processing and monitoring expenditures and audit procedures.
  • Experience with ASU Foundation accounts including document processing, funding transfers, deposits, and reports. 
  • Experience entering, reviewing, and approving scholarships in Peoplesoft. 
  • Experience in Microsoft Office Suite and advanced excel skills. 
  • Demonstrated knowledge of financial controls, purchasing best practices, and other ASU policies and procedures.
  • Demonstrated knowledge of ASU travel policies and procedures, specifically within Concur/MyASU Trip. 
  • Experience in coordinating activities and establishing priorities.
  • Evidence of effective communication.
  • Experience in working effectively in an environment subject to tight deadlines and quickly changing priorities.
  • Experience in preparing detailed financial information for a variety of constituencies.
  • Experience in adapting to new technology.
  • 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; may be required to stand for varying lengths of 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.
  • Position may utilize a calculator, telephone, computer (monitor, keyboard, mouse), printer, fax, or copier.
  • This position receives general review of objectives.

ASU is a diverse enterprise with a wide variety of work and learning modes, locations and a commitment to sustainability, innovation, and employee work-life balance. We are determined to maintain our position as an employer of choice in a competitive labor market.

Flexible work option:
Hybrid remote work will be considered upon completion of the training period. Dean or vice-president level approval is required. 


Department Statement

The College of Liberal Arts and Sciences (The College) is the largest college at ASU and is organized in a divisional structure comprised of Humanities, Natural Sciences, and Social Sciences. The atmosphere is collegial, priorities are fluid and demands for assistance come from many directions. This position provides an opportunity to exercise initiative, work with very diverse populations and enhance leadership skills.

The College offers the greatest choice and diversity of studies of any school at Arizona State University, the largest public university in the United States. In addition to top academic programs, award-winning faculty, and state-of-the-art lab and research facilities, The College offers unique opportunities to explore a vast spectrum of academic disciplines - from science and math to languages and philosophy - that few other colleges and universities can provide. The College has 90+ undergraduate majors and 140+ graduate degrees housed in 23 interdisciplinary schools and departments. The College is redefining liberal arts and sciences education for the 21st century.


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.

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 PD 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 .


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.


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.

IMPORTANT NOTE: What is the meaning of “equivalent combination” in the minimum qualifications? It means one year of higher education or 24 credit hours, is equal to one year of experience. For example, a four year Bachelor’s degree is equal to four years of experience.



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