Business Operations Specialist at Arizona State University

Arizona State University
Business Operations Specialist
DOS Ptech Administration
Campus: Polytechnic
101550BR

Job Description
Under the direction of the Business Operations Managers for Associated Students of Arizona State University (ASASU) and Dean of Students office Polytechnic (DOS Poly), 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 Undergraduate Student Government (USG), USG’s affiliated units and DOS Poly. This position assists with the payment processing, planning, organizing, coordinating and oversight of the business operations functions in accordance with established university goals, priorities, timelines, funding limitations and/or other specifications. This position is intended to cover a broad range of fiscal responsibilities to support these program areas under Educational Outreach and Student Services.

The ideal candidate will be self-motivated, have a high attention to detail, possess exceptional organizational and customer service skills, and have the ability to work well in a fast-paced, deadline driven environment.

Days and Schedule: Work location is primarily at the Poly campus; however, incumbent may be required to travel to off-campus events and other ASU campuses to perform work providing their own transportation. Days and hours will vary depending on business needs. Must be available to work during summer and most school breaks. Must be able to work at least 20 hours per week.

Salary Range
$20.19 - $24.48 per hour; DOE

Close Date
03-June-2024

Essential Duties

• 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 operating expenses against budgets
• Monitor a variety of account expenditures, maintain and reconcile detailed budgets for various accounts
• Assist with audit requests and gathering documentation
• Process departmental supply orders and provides general office assistance, such as scanning and filing
• Assist with special projects, requiring problem solving, research and recommendation of next steps
• Initiate and/or approves financial transactions in University accounting systems ASU‘s Financial Management Systems in accordance with best practices
• Provides solutions to problems presented by customers, colleagues and student, recommends changes to methods or procedures to management, utilizing knowledge of University policy and procedure to ensure accurate financial processing
• Advises and counsels on accounting and procurement matters to department and/or University staff, provides program specific training to campus users as needed, such as financial literacy (cash handling, expense and purchasing guidelines) to new staff, and best practices for student expenditures
• Maintaining a departmental p-card(s), including daily management, document retention and monthly reconciliations
• Providing oversight and ensuring accuracy of the purchasing process within departmental units
• Assists with document retention and audit requests by gathering documentation and financial records
• Prepares standard accounting reports and reconciliations, such as detailed cost and financial analysis, forecasts and projections to aid leadership in making informed decisions/recommendations.
• Assists in maintaining department physical key control system. Processes key requests and maintains accurate inventory
• Perform 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

• 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 and human resources reconciliations
• Experience with Microsoft Office (Word, Excel, and Outlook) and Adobe Acrobat PDF
• Experience in customer service
• Evidence of effective communication skills
• 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
• Demonstrated knowledge of ASU travel policies and procedures and Concur travel system experience
• Experience 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

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
• 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
• 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, orientation programs for new freshman, 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, University Housing, Health Services, Counseling Services, Disability Resources, the Memorial Union, TRIO programs, Sun Devil Fitness, Student Government, Student Media, Career 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 PD 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.

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.

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