Assistant Director EOSS Fiscal/Business Services

88160BR

Campus: Tempe

Ast Dir EOSS Fiscal/Bus Svcs

Job Description

Under direction of the EOSS Director of Budget Planning and Data Analytics, the Assistant Director for the Dean of Students is responsible for providing fiscal, budget and HR transactional and management support to the Dean of Students offices, including Student Advocacy, Student Rights and Responsibilities, Student Engagement, and Associated Students of ASU. The Assistant Director is responsible for a wide range of duties which include, but are not limited to budgeting, metric evaluation, data analysis, grant management, planning, development of internal procedures, and accounting. Duties will also include purchasing card management, in-depth knowledge of fiscal policy and purchasing processes, building and creating reports from various database and software programs, and acting as a resource for EOSS department fiscal staff. The Assistant Director is also responsible for a range of HR duties including, but not limited to, staff and student hiring, recruitment, position management and changes, routing approvals, reporting, and payroll. These functions include assisting with budgeting and forecasting, accounting, human resources, strategic planning, inventory control, internal procedures and other functions that have been designated.

Days and Schedule:
Work location is primarily at the Tempe Campus; however, incumbent may be required to travel off-campus events and other ASU campuses to perform work driving on their own vehicle. This position is a full-time position from Monday - Friday 8AM to 5PM, evenings and weekends may be occasionally be required.

What’s in it for you: Arizona State University offers a comprehensive benefits package that includes valuable employee benefits to enhance the total compensation of its staff. This package includes: https://cfo.asu.edu/benefits

• Tuition Reduction Program for staff members, their spouses, and dependents, available on day one.
• Low-cost health, dental, vision, and life insurance benefits.
• Retirement program designed to promote long-term savings and provide income upon retirement.
• Paid time for volunteer and professional development.
• 10 Paid Holidays and competitive Vacation and Sick accruals each Pay Period.
• Wellness program for preventative health education and screenings.
•  Disability and leave program for income protection.
• Employee assistance for free and confidential behavioral health services.
• ASU Discounts to sports/events along with discounts with ASU partnerships.
• Flexible work arrangements are available in an alternative or hybrid schedule but will be based on the work and the needs of the university and department operations and pending leadership approval.

Job Family

Business Operations

Department Name

Dean of Students Tempe

Full-Time/Part-Time

Full-Time

VP Code

EDUC OUTRCH & STDT SVCS

Grant Funded Position

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

Salary Range

$70,850 - $75,000 per year; DOE

Close Date

03-February-2023

Essential Duties

• Prepare budgets, monitor revenue and expenditures against budgets, identify and explain variances, prepare budget revisions, and maintain salary planning budgets.
• Prepare and present financial and administrative reports.
• Analyze and interpret statistical, financial, and management planning data for decision-making purposes.
• Responsible for reviewing and approving purchases initiated by other staff in the online ordering
• Audit and approve monthly account and purchasing charge transaction reconciliations.
• Participate in long range planning processes
• Responsible to process occasional journal entries within ASU Financial System
• Manage multiple ASU and ASU Foundation accounts
• Responsible for completing Year End tasks including finalizing expenditures and identify expenses that roll over to the next Fiscal Year under strict deadlines
• Work with the University's Travel system to approve travel requests and expenses to ensure all requests meet the requirements of ASU policy and procedures
• Develop recommendations for operational policies and procedures; prepare and update internal manuals
• Keep informed of, interpret and apply pertinent rules, regulations, policies and procedures set forth by university or other governing agencies; inform affected staff as changes occur
• Assist with responses to audit requests and gathers documentation for P-Card and financial records. (Also performs P-Card, payroll and account reconciliations.
• Investigate Bi-Weekly payroll discrepancies and works as a liaison between the unit and human resources to reach a solution.
• Perform all activities associated with Department Time Administrator to ensure accurate and timely recording of exception and positive time for human resource staff members.
• Assist with internal and external audits; including but not limited to verification of approval levels, salary for all employees, and written internal reconciliation process.
• Assist with preparing audit documents for payroll reconciliations. Performs routine payroll reconciliation in coordination with payroll end dates.
• Coordinate and process Staff and Student recruitments, Staff promotions and Student Pay rate change processes, Termination processes within the department, and maintains personnel files consistent with University policies and practices.
• Participate in the monthly EOSS Fiscal Operations Group meeting and other EOSS and University fiscal meetings and trainings
• Assist in the management of the department and serves as a resource for the Director regarding requirements and trends in department.
• Supervise, train, and evaluate assigned full time and student staff.
• Monitor staff and student work in progress and upon completion.
• Develop objectives, and activities based on department goals.
• Maintain, and implement department policies and procedures.
• Represent the department and serves on various department and university committees.
• Develop and prepare internal and external administrative reports, documents and process flows for external partners.
• Develop, implement, and evaluate department student facing operational processes and programs.
• Participate in special projects and other duties as assigned.

Minimum Qualifications

Bachelor's degree in a related field AND six (6) years of supervisory experience; OR, Ten (10) years of progressively responsible administrative experience, which includes six (6) years of supervisory experience; OR, Any equivalent combination of experience and/or education from which comparable knowledge, skills and abilities have been achieved.

Desired Qualifications

• Evidence of a Master's degree in business administration, communication, higher education, or related field 
• Experience in supervising in a higher education setting and knowledge of leadership practices and trends
• Experience developing operations-focused training programs
• Experience with customer service and the ability to establish and maintain effective customer relations
• Experience managing a volume of varied tasks related to the student experience – administrative, functional, collaborative and transactional.
• Experience with project management
• Experience developing partnerships, collaboration, and consumer relations
• Demonstrated knowledge of assessment practices

Working Environment

• Sit or stand for prolonged periods of time
• Work collaboratively across various departments within the University as well as with diverse populations and groups
• Use computers effectively – including inputting, reviewing and retrieving information, extended periods of viewing screen and using mouse and keyboard
• Use critical thinking to make decisions and/or analyze data
• Communicate effectively to perform essential duties
• Walk throughout campus for meetings or events, regardless of the weather
• Work collaboratively to achieve objectives
• Climb stairs in locations with no elevator, such as with the mezzanine level of the MU, or Irish Hall
• Ability to lift 35 lbs. 

Department Statement

Educational Outreach and Student Services (EOSS) is committed to enrolling all qualified students at Arizona State University and assisting them in their academic success. EOSS provides a broad range of services and support to students and prospective students ranging from outreach efforts with K-12 schools, new student experiences for students and families, bridge programs to assist the transition to a university environment, and a wide variety of services, programs and activities for enrolled students. EOSS has direct responsibility for multiple departments across four campuses, some of which include the Dean of Students, Student Rights and Responsibilities, University Housing, Health Services, Counseling Services, Student Accessibility and Inclusive Learning Services, the Unions and Centers, TRIO programs, Sun Devil Fitness & Wellness, Student Government, Student Media, Career and Professional Development Services, Access ASU and others.

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 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/relocation-services .

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.

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.