Business Operations Manager West Valley campus

$66,000 - $70,000/Yr

Arizona State University - Phoenix Valley West, AZ

Part-time,Full-time - Mid Level

Remote - Phoenix Valley West, AZ

Educational Services

About the position

Facilities Development and Management (FDM) at the West Valley campus is seeking a Business Operations Manager to oversee and manage the business operations functions within the department. This role is integral to the FDM Business Operations team and encompasses a variety of responsibilities including budgeting, accounting, staff supervision, strategic planning, inventory control, and the establishment of internal procedures as directed by the Director. The Business Operations Manager will play a crucial role in ensuring that the department operates efficiently and effectively, contributing to the overall success of the university's mission. The successful candidate will supervise subordinate personnel, which includes responsibilities such as hiring, termination, discipline, performance evaluation, and work planning. They will assist in the preparation and coordination of major operational and special budgets, prepare financial and administrative reports, and analyze statistical, financial, and management planning data to support decision-making and strategic planning. The role also involves generating budget and financial status reports, reviewing and authorizing purchases, and processing payments and requisitions through the Workday financial system. In addition to financial oversight, the Business Operations Manager will conduct reconciliations, prepare journal entries, and ensure that appropriate internal controls are in place for all departmental processes. They will also be responsible for maintaining department records and inventory functions, assisting with internal and external audits, and preparing error and reconciliation reports in a timely manner. The position requires the ability to forge strong working relationships with both internal and external customers and to keep informed of relevant rules, regulations, and policies set forth by the university and other governing agencies. This position offers flexible work options, including alternative work schedules or hybrid remote work schedules, allowing employees to maintain a work/life balance while fulfilling their professional responsibilities. The Business Operations Manager will be expected to communicate effectively and utilize their skills to perform essential functions of the role.

Responsibilities

• Supervise work of subordinate personnel, including hiring, termination, discipline, and performance evaluation.
• Assist in preparation and/or coordination of major operational and special budgets.
• Prepare or participate in the preparation of financial and administrative reports.
• Analyze and interpret statistical, financial, and management planning data for decision-making and strategic planning.
• Generate budget and financial status reports.
• Review and authorize purchase of supplies, services, and equipment.
• Approve transactions within designated limits.
• Process payments, requisitions, and other transactions in the Workday financial system.
• Generate budgets in Workday Adaptive Planning budget system.
• Perform detailed cost and financial analysis, forecasts, and projections.
• Prepare or assist in the preparation of special accounting studies.
• Conduct reconciliations and prepare journal entries.
• Issue purchasing cards and fuel cards to department personnel as appropriate.
• Conduct timely reconciliations of department purchasing cards and fuel cards.
• Ensure appropriate departmental accounting internal controls are in place.
• Control department records and inventory functions.
• Assist in internal and external audits.
• Prepare and review weekly and monthly error and reconciliation reports.
• Utilize the computer to financially track progress of facility work requests in the TMA work order system.
• Coordinate, route, and track progress of facility work requests.
• Process work order charges from internal and external service providers.
• Generate and monitor periodic TMA reports.
• Forge working relationships with internal and external customers.
• Keep informed of, interpret, and apply pertinent rules, regulations, policies, and procedures.
• Develop recommendations for implementation of procedures for daily operations of assigned functions.
• Assist FDM staff with their travel requests and travel expense reports.

Requirements

• Bachelor's degree in a related field and six (6) years of directly related administrative experience, including three (3) years of supervisory experience; OR ten (10) years of directly related administrative experience, including three (3) years of supervisory experience; OR any equivalent combination of experience and/or education.

Nice-to-haves

• Experience in fund/government accounting.
• Experience preparing financial ad-hoc status reports.
• Experience creating reports in Excel and databases.
• Experience with online financial systems (e.g., Workday, Advantage).
• Experience working with a computerized maintenance management work order system (e.g., TMA).
• Experience extracting financial information from a data warehouse utilizing a query program.
• Experience preparing detailed reconciliations.

Benefits

• Flexible work schedules
• 22 days of vacation leave
• 12 days of sick leave
• 10 paid holidays annually
• World-class educational opportunities at discounted rates
• 12 weeks of paid parental leave
• Comprehensive benefits package including dental, vision, and life insurance
• Retirement program with Arizona State Retirement System (ASRS)
• Paid time for volunteer and professional development
• Wellness program for preventative health education and screenings
• Disability and leave program for income protection
• Free and confidential Employee Assistance services
• ASU Discounts to sports/events and partnerships