Business Operations Specialist

$48,000 - $51,000/Yr

Arizona State University - Tempe, AZ

Part-time,Full-time - Entry Level

Tempe, AZ

Educational Services

About the position

Under the direction of the Assistant Director, the Business Operations Specialist performs a broad scope of fiscal duties and provides guidance to staff in support of ASU policies and procedures for the core business team, specifically supporting Health, Counseling, and Wellness. This position is responsible for assisting with basic payment processing, organizing, coordinating, and overseeing business operations functions in accordance with established University goals, priorities, timelines, funding limitations, and other specifications. The role encompasses a wide range of fiscal responsibilities aimed at supporting program areas under Educational Outreach and Student Services. The ideal candidate will be self-motivated, possess a high attention to detail, exceptional organizational and customer service skills, and the ability to thrive in a fast-paced, deadline-driven environment. The Business Operations Specialist will work independently and exercise professional judgment to serve as a knowledgeable and helpful resource. They will keep up to date on ASU and department policies and procedures to ensure accurate output and processing. The position involves assisting students and staff with trip requests and expense reports, monitoring various account expenditures, and processing departmental supply orders. Additionally, the specialist will assist with audit requests, gather documentation, and provide oversight to ensure the accuracy of the purchasing process within departmental units. The role may also include supervising student staff as needed and performing other duties as assigned.

Responsibilities

• Work independently and exercise professional judgement to serve as a knowledgeable and helpful resource.
• Keep up to date on ASU and department policies and procedures to ensure accurate output and processing.
• Assist students and staff with their trip requests and expense reports.
• Monitor a variety of account expenditures.
• Assist with audit requests and gathering documentation.
• Process departmental supply orders.
• Assist with special projects, requiring problem solving, research and recommendation of next steps.
• Initiate and/or approve financial transactions in University accounting systems in accordance with best practices.
• Provide solutions to problems presented by customers, colleagues, and students, recommending changes to methods or procedures to management.
• Advise and counsel on accounting and procurement matters to department and/or University staff, providing program-specific training to campus users as needed.
• Maintain a departmental p-card(s), including daily management, document retention, and monthly reconciliations.
• Provide oversight and ensure accuracy of the purchasing process within departmental units.
• Assist with document retention and audit requests by gathering documentation and financial records.
• May assist in maintaining department physical key control system, processing key requests and maintaining accurate inventory.
• Provide supervision to student staff as needed.
• Perform other duties, as assigned.

Requirements

• 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.
• Demonstrated knowledge of standard office and administrative practices.
• Experience using a financial system, human resource management system, and reporting system in a higher education environment (Workday, PeopleSoft, and Kenexa preferred).
• Demonstrated knowledge of ASU Travel policies and procedures, specifically with Concur.
• Experience working in a fast-paced environment with competing deadlines.
• Experience working with detailed financial information.
• Experience with Microsoft Office (Word, Excel, and Outlook) and Adobe Acrobat PDF.
• Experience in customer service.
• Evidence of effective communication skills.
• Demonstrated experience handling cash, managing a departmental purchasing card, and assisting in the operation of a fiscally sound environment.
• Ability to interpret, educate about, and enforce University, divisional, and department policy.
• Skill in preparing detailed reports on a timely basis.
• Ability to perform detailed work in an open and shared work space.
• Ability to supervise student employees.

Nice-to-haves

• Experience with detailed financial reporting.
• Knowledge of ASU travel policies and procedures and Concur travel system experience.

Benefits

• 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 available in an alternative or hybrid schedule, pending leadership approval.