Business Operations Manager

89027BR

Campus: Tempe

Business Operations Manager

Job Description

The Graduate College at ASU is looking for a well-organized and enthusiastic Business Operations Manager. This position will perform a broad scope of duties under general direction to administer and coordinate business operations functions. These functions include procurement, travel, budgeting, accounting, payroll, inventory control, internal procedures, operations, and other functions as needed. This position offers a great opportunity to manage a variety of responsibilities, acquire new skills, work independently and collaboratively with the team, and provide backup to the Sr Director, Fiscal Business Services.
We are looking for someone who knows how to anticipate service needs and coordinate multiple tasks autonomously, and who understands the importance of being reliable, punctual, and detail-oriented in a diverse business environment. This position works both independently, with general direction, and as a part of a larger team delivering a broad scope of support and assistance within the Graduate College and ASU. The successful candidate will be a self-starter and an effective leader with an efficient work methodology. They will have excellent customer service and communication skills, have exceptional work qualities, and have an ability to exercise sound judgment in decision-making. As the primary business operations employee for the Graduate College, they will also have the ability and willingness to perform a variety of responsibilities, ranging from minor day-to-day tasks to high-level strategic planning.
Business hours for the Graduate College are Monday - Friday, 8:00 a.m. - 5:00 p.m. 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. The Graduate College may have flexible work options available such as staggered start and stop times and possibly hybrid work where employees spend a portion of their regular workweek at their primary ASU work location and a portion working remotely. 

Job Family

Business Operations

Department Name

Graduate College

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

$56,160 - $76,000 per year; DOE

Essential Duties

• Primary contact for all purchasing, reimbursements, travel, and operations for the Graduate College.
  • Requires independent thinking and employee is responsible for handling problems and non-routine situations by determining the best approach or action to take.
  • Initiates, receives, reviews and processes financial documents such as travel authorizations and claims, reimbursements, purchases, payments, expense and funds transfers, using the University various financial systems (Workday, Concur, etc) and the Purchasing Card (PCard) in accordance with established procurement and financial policies. 
• Maintain department PCards, including daily management, PaymentNet monitoring, as well as PCard verification activities in WorkDay.
• Performs financial account reconciliations monthly.
• Manages the college's front desk operations to provide coverage and ensure cordial, accurate, and timely responses to inquiries via walk-in traffic, phone calls, emails, and Salesforce cases.
• Responsible for day-to-day operational functions including but not limited to: monitoring and updating inventory, building and office access, IT access, surplus, facility requests as well as being the primary point of contact for any operational questions.  
• Assists with pre-award management as needed, including internal funding awards: provides assistance with drafting budgets and justifications with the PI, preparing budget forms or creating acceptable budget formats, assisting with other required forms and reviewing for compliance.
•  Assists with research administration including 1) post-award financial processing and management, 2) account monitoring and reconciling, 3) expense transfers, and 4) after-the-fact reports.
• Assists in implementing innovative solutions to improve the accuracy and efficiency of financial processes. 
• Provides backup for processing of student financial awards.
• Provides backup for Department Time Administrator (DTA).
• Provides back up to student workers in driving golf cart to transport staff or supplies.
• Supervision of one fulltime staff member and front desk student workers including hiring, training, work planning, student worker scheduling, evaluation, performance management, and termination as necessary.
• Responsible for budget entries and updates in budgeting software (i.e. Adaptive Planning) quarterly.
• Provides quarterly budget forecasting and fiscal year-end forecasting.
• Prepares administrative and financial reports and databases; analyzes, summarizes and interprets information upon request and recommends action to be taken.
• Administers and authorizes expenditures and revenues for area budgets.
• Establishes budget monitoring system for controlling expenditures; recommends equipment and resources.
• Serves as primary point of contact for paying for expenses and monitoring budgets.
• Analyzes and makes recommendation for annual technology refresh, equipment/improvement, supplies and service requirements.
• Assists with coordination of all personnel transactions.
• Processes payroll reconciliations and redistributions.
• Coordinates internal and external audits.
• Keeps informed of and implements guidelines, regulations, procedures, policies and practices; informs affected staff as changes occur.
• Assists with creation and implementation of business processes.
• Prepares and updates internal and desk manuals.
• Provides customer service assistance to Graduate College Vice Provost & Dean's Office.
• Works and interfaces with other high-level administrative personnel requiring use of business vocabulary, diplomacy, tact, discretion and judgment.
• Assists the Sr Director with the development of long-range strategic plan for work unit and coordinates communication of objectives to achieve goals.
• Assists the Sr Director with overseeing and coordinating space utilization, building repair and maintenance, and renovation/remodeling projects.
• Other duties as assigned.

Minimum Qualifications

Bachelor's degree in a related field and six (6) years of directly related administrative experience which includes three (3) years of supervisory experience; OR, Ten (10) years of directly related administrative experience which includes three (3) 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

• Experience in thinking strategically, anticipate unit and staff needs, and use forward thinking skills
• Experience maintaining effective working relationships and working effectively and cooperatively with a diverse population (higher education environment preferred) with a customer satisfaction mindset
• Experience in analyzing complicated situations and using critical thinking to solve problems and make decisions while exercising sound judgment 
• Experience with business operations, leadership, and management principles and practices, including coordinating activities, managing projects, and establishing priorities 
• Demonstrated knowledge of supervision practices and techniques, and previous supervision experience
• Demonstrated knowledge of accounting and budgeting practices and principles, including preparing detailed financial reconciliations and expense tracking reports, and knowledge of state and federal laws
• Demonstrated knowledge of PCard, purchasing, reimbursement, travel, cash handling, standard office and administrative policies and procedures 
• Experience using a financial system in a higher education environment (Workday preferred) and a human resource management system in a higher education environment (PeopleSoft preferred)
• Experience with other related ASU customer service and operations applications, such as Salesforce, Analytics Dashboards, Concur (travel), PaymentNet, Star, Adaptive Planning or similar
• Experience with Microsoft Office (Word, Excel, and Outlook) including using advanced Excel features such as formatting, filtering, sorting, formulas, quick analysis, tables, pivots and charts
• Experience managing a heavy volume of work applying effective organizational, analytical, and time management skills with a high level of attention to detail
• Experience in performing a variety of responsibilities, ranging from minor day-to-day tasks to high-level strategic planning
• Ability to learn from mistakes, adjust and improve practices, and overcome failures
• Experience in managing and prioritizing multiple demands simultaneously across a variety of functions and timelines
• Evidence of effective communication skills, including the use of diplomacy, tact and discretion
• Must possess a valid driver's license and be able to drive a golf cart

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 walk or travel moderate distances to perform work.
• Frequent bending, reaching, and lifting, pushing and pulling up to 25 - 50 pounds.
• Ability to clearly communicate to perform essential functions.
• Must be able to drive golf cart.
• Regular activities require ability to quickly change priorities, which may include and/or are subject to resolution of conflicts.
• May be required to perform tasks in the field within and/or across University campuses. 

Department Statement

The ASU Graduate College works collaboratively across all colleges to promote and support the integrity, quality, and vitality of ASU graduate programs including master’s degrees, professional degrees, and doctoral degrees. Our goal is to ensure university-wide standards of academic excellence, access, and equity in graduate programs and to enhance the impact of ASU’s graduate students and graduate education within the state, national, and global arenas. Central to this vision is the enhancement of the diversity of ASU’s graduate population as well as the development of innovative transdisciplinary graduate programs across the university.

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 3:00 p.m. Arizona time on the date indicated.

Only electronic applications are accepted. Attach Word or PDF documents, which include:
1. Cover letter
2. Resume
3. Three professional references (if not already supplied during the application process)

Please include all employment information in month/year format (ex: 6/88 to 8/94), and include job title, job duties, and name of employer for EACH position listed. Not providing this information could result in your application not being considered.

Cover letter and resume should clearly illustrate how prior knowledge and experience meet the minimum and desired qualifications stated in this requisition.

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.

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