Business Ops Specialist Sr

99642BR

Campus: Tempe

Business Ops Specialist Sr

Job Description

An integral part of the administrative group of the ASU School of Earth and Space Exploration Headquarters Team, this position is intended to cover a broad range of fiscal and operational responsibilities for the unit. This position monitors and controls all of the unit’s daily business and operational functions for a large volume of non-sponsored accounts. These functions include budgeting, accounting, processing expenditure requests, reimbursements, accounts receivables, and other functions as designated by the Assistant Director of Business Operations. Arizona State University offers a comprehensive benefits package at very competitive rates to enhance the total compensation of its staff.

This package includes low-cost health and life benefits, a wellness program for preventative health education and screenings, tuition waiver for benefits-eligible staff members, as well as tuition reduction for their spouses, and dependents, a disability and leaves program for income protection, employee assistance for free and confidential behavioral health services, volunteer and professional development release time, disability resources and a retirement program designed to promote long-term savings and provide income upon retirement.

Job Family

Business Operations

Department Name

School Of Earth & Space Explor

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

$60,000 - $63,000 per year; DOE

Essential Duties

• Processes all expenditure requests and correctional transactions as needed on SESE operational accounts including main operations, gift accounts, course fees, IIA, startup, and recharge centers.
• Prepares budget proposals and recommendations and establishes budget controls for monitoring expenditures in accordance with budget allocations.
• Manages the processing of travel reimbursements, purchase of supplies, services, and equipment with use of P Card and other purchasing documents in accordance with established procurement and financial policies.
• Provides information associated with termination of accounts to ensure all appropriate and authorized expenditures are applied prior to expiration of fund.
• Develops specialized reports (as needed) for use by faculty and staff; provide training to faculty and staff in use of information to assist in management of projects.
• Maintains and controls department’s financial records and files to ensure compliance with all requirements and policies.
• Creates departmental cash handling attestation summaries; provide regular training to all designated cash handling staff to ensure understanding and compliance with all internal controls and policies for proper accounting of cash and cash equivalent transactions.
• Prepares and submits invoices and receives payments for external sales/recharge centers.
• Coordinates hotel logistics and speaker/host communications for specific departmental events.
• Prepare registration sites and QuikPay accounts through Stova for conferences and events as needed.
• Monitors fiscal/award period activity against budget and prepares status reports for management of assigned faculty/area/unit; Monitor, review, analyze and interpret financial data for trends; identify areas of concern and recommend corrective actions as appropriate.
• Monitors account balance activity to identify problems and/or questionable charges, prepares proper documents when a re-budget and/or indirect cost reconciliations are needed.
• Supports Assistant Director with all functions of fiscal yearend.
• Process payroll redistributions and position accounting changes as requested by directors.
• Submit scholarship and Foundation funding transfers for approval by Assistant Director and Dean’s Office.
• Prepares and provides financial and administrative reports to directors with analysis as requested.
• Conducts initial and ongoing training for faculty and staff to ensure understanding of requirements and standards associated with procurement practices, account management and reporting.
• Remains current regarding all newly created, changed and/or updated policies, practices, methods; performs routine accounting and other financial or related functions or processes in compliance with applicable policies and procedures.
• Implements internal control measures and procedures for daily operations of assigned functions to ensure compliance with applicable policies and procedures; prepares and updates process guides.
• Participates in a variety of inter and intra area meetings to represent work area's interests and perspective regarding issues.
• Serves as backup to Assistant Director of Business Operations.
• Performs all other job related duties as requested/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

• Evidence of analytical skillset and problem-solving experience.
• Demonstrated knowledge in accounting, bookkeeping principles, budgeting and account management.
• Experience in performing detailed and complex numerical computations and reports, including analysis and evaluation of budgets, planning and other management information systems.
• Experience completing fiscal yearend close.
• Evidence using ASU financial/administrative systems (Concur, WorkDay, PeopleSoft).
• Experience in taking responsibility for reconciliations of purchasing cards, departmental accounts and payroll.
• Experience in higher education administrative or financial operations education within a large academic unit providing exceptional customer service to faculty, staff, and a large diverse student body.  
• Evidence of coordinating activities, time management, and establishing priorities; establishing and maintaining effective working relationships.
• Experience managing daily operations in a business office environment.
• Demonstrated knowledge of ASU policies and procedures regarding financial and purchasing policies and processes, while understanding their impacts. 
• Experience communicating and presenting information or reports to leadership.
• Experience using and creating documents within Microsoft Office, Excel, and the Google Suite.

Working Environment

Activities are performed in an environmentally controlled office setting subject to extended periods of sitting, keyboarding and manipulating a computer mouse; frequently required to stand for varying lengths of time and walk moderate distances to perform work. Ability to clearly communicate to perform essential functions. Use of office equipment including calculator, telephone, computer (monitor, keyboard and mouse), printer, fax and copier. May require lifting of items weighing up to 25 pounds. This position receives regular review of objectives.

Department Statement

At the School of Earth and Space Exploration Headquarters (SESE), we are a team of solution-focused professionals with great pride in our work and culture. We are serious about our work and set high expectations for our service to our students, faculty and researchers, but in a positive, collaborative manner and we are supported by our leaders who set innovative visions. We embrace flexibility and our success is collective: individual talents and perspectives centered around the importance and impact of our work. SESE is committed to high-impact scientific discovery. We ask important questions with deep consequences, and our researches aren’t afraid to explore the great unknowns of the Earth, our Solar System and the Universe beyond. We offer bachelors, masters and doctoral degrees; provide unique research opportunities; collaborate across disciplines; and engage with the community. We invite you to explore all that the School of Earth and Space Exploration has to offer.

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.

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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.