Business Operations Specialist

88906BR

Campus: Tempe

Business Operations Specialist

Job Description

The School of Art at the Herberger Institute for Design and the Arts is seeking a highly motivated, organized, and financially savvy Business Operations Specialist to join our team. This is a great opportunity for someone who is interested in learning a variety of new skills and enjoys a diverse academic work environment. In this role, the Business Operations Specialist (BOS) will be responsible for a wide range of duties which include HR and financial operations including but not limited to basic accounting, hiring functions, budgeting, account reconciliation, speaker agreements, oversight of student awards, detailed tracking of expenditures and acting as a resource for faculty and staff.

This position interacts with staff, faculty, and administrators at all levels of ASU and should exhibit strong abilities to manage multiple tasks. The incumbent will work independently to handle problems and non-routine situations by determining the approach or action to take, and interpret guidelines, procedures, policies, and practices. The successful candidate will be a self-starter with an efficient work methodology, excellent communication skills, productive work qualities, an ability to coordinate multiple tasks autonomously, and someone who can exercise sound judgment in decision-making.

Job Family

Business Operations

Department Name

School Of Art

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

Depends on experience

Essential Duties

Business Operations:

• Assists in preparation of budget proposals and recommendations; controls expenditures in accordance with budget allocations; recommends equipment and resources for function/program.
• Monitors and maintains a variety of revenues and expenditures in accordance with budget allocations
• Process business-related reimbursements, purchases, travel, gift cards, services and equipment using the University’s various financial systems (Workday, SunRISE) and the Purchasing Card (PCard), in accordance with established procurement and financial policies.
• Organizes and/or prepares departmental administrative and financial reports; analyzes, summarizes and interprets information; recommends or implements action to be taken.
• Process ASU Foundation account transactions, including generating Foundation Workday documents within policy and preparing information reports as requested by ASU Foundation
• Manages account and PCard reconciliations and reconciles detailed budgets monthly for various accounts using Workday reports
• Oversees a variety of account expenditures, looks up various accounts, advises and/or determines which expenditures are within guidelines, informs management of irregularities and corrective action.
• Works independently and exercises professional judgment to serve as a knowledgeable and helpful resource in respect to ASU fiscal/HR policies and procedures and to ensure accurate output and processing in all assigned areas.
• Assists with special projects, requiring problem solving, research and recommendation of next steps.
• Understands and assists with Travel as needed. 
• Performs payroll redistributions in human resources system (PeopleSoft) and financial records ensuring appropriate documentation is maintained.

Administrative / Student and Faculty Associates Talent Acquisitions  

• Coordinates the year-round recruitment efforts of all student worker positions, which includes posting the positions, communicating with applicants, screening/providing application materials, scheduling interviews, preparing job offer letters.
• Coordinates with HIDA HR on faculty associate recruitment and process the year-round faculty associate offer letters from templates provided from HIDA HR for returning faculty associates and personnel transaction requests, within the department, and creates and maintains personnel files consistent with University policies and practices.
• Manages high volume of student workers, returning faculty associates and teaching/research assistants/associates (TA/RA), etc, which includes preparing and processing various personnel transaction requests, offer letter generation from templates provided by HIDA HR; FTE change; position accounting modification; payroll redistributions; terminations, etc.
• Coordinates various tasks for the new employee onboarding process, including technology, key requests, office preparation and various equipment.
• Assists Department Time Administrator in the Dean’s Office with timecard actions.
• Performs 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 business operations & human resources within a higher education environment.
• Experience exercising judgement, making decisions, setting priorities, interpreting policies and procedures, working independently and communicating effectively. Experience in working effectively in a fast-paced dynamic environment subject to quickly changing priorities and potentially conflicting deadlines.
• Evidence of effective  communication
• Experience in coordinating activities and establishing priorities.
• Experience in being organized and detail-oriented, including the ability to prioritize and manage multiple tasks. Demonstrated knowledge of accounting, human resources, and budgeting practices and principles.
• Demonstrated knowledge of procedures, methods and forms associated with automated accounting systems.
• Demonstrated knowledge of financial controls, purchasing best practices, and other ASU policies and procedures.
• Demonstrated knowledge of PC based software for spreadsheet (Excel), database, word processing (Word), presentation applications (PowerPoint) and Outlook
• Experience in use of automated/computer and university systems: Workday, Concur, BrassRing, PeopleSoft, and DocuSign.

Working Environment

• Activities are performed in an environmentally controlled office setting subject to extended periods of sitting, keyboarding and manipulating a computer mouse (75%); frequently required to stand for varying lengths of time and walk moderate distances to perform work (25).
• 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.
• Calculator, telephone, computer (monitor, keyboard and mouse), printer, fax and copier. This position receives regular review of objectives.

Department Statement

The Herberger Institute comprises the School of Art; School of Arts, Media and Engineering; The Sidney Poitier New American Film School; School of Music, Dance and Theatre; The Design School; and the ASU Art Museum. With 130 degree and certificate options, and programs ranked top 20 in art, design, music, theatre, digital culture, film, dance and more, plus a top university art museum, a leading immersive media facility, and national and international partnerships, the Herberger Institute is a powerhouse of art, culture and design. 

Our mission is to position designers, artists, scholars and educators at the center of public life and prepare them to use their creative capacities to advance culture, build community and imaginatively address today’s most pressing challenges.

The vision of the Herberger Institute is to advance the New American University by embedding designers, artists and arts-based inquiry at its core and throughout the communities it serves locally, nationally and internationally. With 7,000+ students, mare than 700 faculty members, and 130 program options, the Herberger Institute is committed to redefining the 21st-century design and arts school.

As part of Arizona State University, the most innovative university in the nation, the Herberger Institute seeks to drive and scale new ways for arts and design to have impact in our world. We invite you to join our work.

Values:
•             Creativity as a core 21st-century competency
•             Design and the arts as critical resources for transforming our society
•             Innovation, enterprise and entrepreneurship
•             Interdisciplinary and transdisciplinary collaboration and research
•             Social embeddedness
•             Projecting all voices
•             Excellence
https://herbergerinstitute.asu.edu/

Why work @ASU - https://cfo.asu.edu/why-work-asu
Total compensation at ASU is defined as more than the salary paid for the valuable work performed to support the success of our ASU students. It includes:

• Salary and wages paid
• Comprehensive package of affordable benefit plans and programs
• Access to world-class educational opportunities at deeply discounted rates
• ASU's total compensation estimator shows the approximate value of your overall compensation

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 options (after 3 months of service with the Herberger Institute, contingent on the need of the Unit/School and performance)

• Alternative work schedules can include four, 10-hour workdays in a workweek; a nine-day, 80-hour schedule over two workweeks for exempt employees only; and staggered start and stop times.
• Hybrid work is an arrangement where employees spend a minimum of 60% of their regular workweek at their primary ASU work location. Dean or vice president-level approval is required.

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.

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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.

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.