Business Operations Manager

86105BR

Campus: Tempe

Business Operations Manager

Job Description

As part of a team of fiscal and HR staff, the Business Operations Manager (BOM) provides fiscal, budget and HR
transactional and management support for Outreach. The BOM is responsible for a wide range of duties which
include, but are not limited to, accounting, purchasing, budgeting, grant management, data analysis, planning, and
developing internal procedures. Duties will also include purchasing card management, an in-depth knowledge of
fiscal policy, building and creating reports from various database and software programs, and acting as a resource
for EOSS department fiscal staff. The BOM is also responsible for a wide range of HR duties which include, but are
not limited to, staff and student hiring, recruitment, position changes, approval routing, 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.

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:

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• Tuition Reduction Program for staff members, their spouses, and dependents, available on day one.
• Low-cost health, dental, vision, and life insurance benefits available on day one.
• Retirement program designed to promote long-term savings and provide income upon retirement.
• Paid time for volunteer and professional development.
• Wellness program for preventative health education and screenings.
• Disability and leave program for income protection.
• Employee assistance for free and confidential behavioral health services.
• 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.

Currently hiring for the following shift: Monday – Friday 8:00am - 5:00pm

Job Family

Business Operations

Department Name

Outreach Business Operations

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

$56,160 - $67,000 per year; DOE

Close Date

08-December-2022-EXTENDED

Essential Duties

• Responsible for reviewing and approving purchases initiated by other staff in the online ordering
• Manage, reconcile and audit monthly account and purchasing card transactions
• Assist with the preparation of budgets; monitor revenue and expenditures against budget; identify and explain variances; prepare budget revisions; maintain salary planning budgets
• Load operating budget and salary planning information into university budget system for multiple accounts
• Prepare or assist in the preparation of financial and administrative reports
• Analyze and interpret statistical, financial and management planning data for decision- making purposes
• Participate in long range planning processes
• Analyze and make recommendations for capital equipment/improvement, supplies and service requirements
• Prepare or assist in the preparation of financial and administrative reports, to include foundation reporting and work with unit grants specialist for grant budgets for a comprehensive portfolio on all budgets
• Oversight of Technology Subsidies requested to ensure payments are in line with ASU policy and procedures
• Analyze and interpret statistical, financial and management planning data for decision- making purposes
• 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
• Evaluates performance of assigned staff in conjunction with established unit, department and university goals and objectives.
• Assists with responses to audit requests and gathers documentation for PCard and financial records. (Also performs PCard, payroll and account reconciliations.
• Investigates Bi-Weekly payroll discrepancies and works as a liaison between the unit and human resources to reach a solution.
• Performs all activities associated with Department Time Administrator to ensure accurate and timely recording of exception and positive time for human resource staff members.
• Assists with internal and external audits; including but not limited to verification of approval levels, salary for all employees, and written internal reconciliation process.
• Assists with preparing audit documents for payroll reconciliations. Performs routine payroll reconciliation in coordination with payroll end dates.
• Coordinates 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.
• Gather data for internal and external audits and reviews
• Participate in the monthly EOSS Fiscal Operations Group meeting and other EOSS and University fiscal meetings and trainings

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

• Demonstrated knowledge of fiscal policies and procedures and overall fiscal administration
• Experience in using fiscal, and budget databases and software such as Workday, PeopleSoft, Adaptive or any budget software and Analytics/Query systems
• Experience processing financial transactions
• Experience with financial and payroll reconciliation processes
• Experience in managing multiple accounts
• Experience in preparing, monitoring and forecasting budgets
• Demonstrated knowledge of fund accounting and HR Policy
• Experience with processing purchases through Workday adhering to ASU policy with certain thresholds
• Demonstrated knowledge of PCard guidelines
• Experience with Recruitment process and BrassRing
• Demonstrated knowledge of excel specifically processing completed formulas and pivot tables
• Experience in pulling, reviewing and comprehending reports
• Able to work in a high-volume environment with being able to adapt to changing requests and competing deadlines
• Evidence of problem-solving skills to stream line a process or finding solutions in complex issues
• Evidence of effective communication skills

Working Environment

• Professionally represent department/program
• Sit or stand for prolonged periods of time
• Work collaboratively across various departments within the University as well as with diverse populations and groups
• Develop and deliver presentations to 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
• Research, develop, implement and assess programs
• Develop budgets and monitor expenditures
• Supervise students and/or staff
• Communicate effectively
• 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/az-resources .

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.