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BUSINESS OPERATIONS SPECIALIST

Company: Arizona State University
Location: Mesa
Posted on: June 20, 2022

Job Description:

Business Operations Specialist

Arizona State University

The School of Civic and Economic Thought and Leadership

Campus: Tempe

79641BR



Job Description

The School of Civic and Economic Thought and Leadership (SCETL) is recruiting for a Business Operations Specialist (BOS) to perform a broad scope of fiscal and business duties. This position assists with planning, organizing, and coordinating the business operations functions in accordance with established goals, priorities, time limitations, funding limitations or other specifications. Additional responsibilities include overseeing the daily front desk operations, and supervising front desk student workers, assisting with internship contracts, student's and employee's travel in Concur, student and staff hires in Kenexa and the coordination of student programming events and promotional tabling.



The position will report to the Business Operations Specialist Sr. and work closely and collaboratively with faculty and staff.



Salary Range

$40,464 - $53,000 per year; DOE



Close Date

08-June-2022



Essential Duties

Serve as front desk supervisor, Provides work direction and in-person oversight for the activities of assigned student workers. Serve as a frontline reference source to faculty, staff, and students
Supervise and train front desk student workers ensuring front office coverage and completion of assignments.
Assist with maintaining the various reconciliation spreadsheets, entering detailed expenditures information in shadow system and monitoring timely payments and requisition processing.
Assist with the Preparation, reviewing and processing of financial documents such as reimbursements, purchases, payments, using Workday financial management system and the Purchasing Card (PCard) in accordance with established procurement and financial policies.
Assist with providing technical direction, interact and maintain liaison with internal and external suppliers in facilitating payments and purchases, utilizing the ASU Financial Management System.
Assist with student and staff hires using the Kenexa BrassRing System.
Assist the Clinical Assistant Professor with Internship Site Contracts and agreements in accordance with state and university policies and procedures
Work with travel to create student travel profiles and assist students with their travel request and expense reports using the Concur Travel System.
Assist with monitoring expenditures to ensure compliance; inform Supervisor of irregularities and proceed with corrective action.
Assist with maintaining a wide variety of financial files and records and manage the archiving of various department documents. Create new files and ensure the appropriate disposition of all physical records in accordance with internal policies/procedures
Assist in maintaining inventories of school assets, including electronic equipment, ensuring proper documentation of receipt and returns; work with surplus on creating inventory transfers
Assist staff and faculty with SCETL events, conference receptions, retreats, new student orientation lunches, and other special events
Manage multiple high-priority activities in a fast-paced environment requiring considerable coordination and follow through; respond to technical administrative inquires and ensure resolution and necessary follow-up is performed.
Exercise sound judgment in decision-making, anticipate, recognize and resolve internal and constituent issues
Keeps informed of financial policies, regulations, policies and procedures set forth by the university, interprets pertinent rules, keeping faculty and staff informed of relevant changes.
Attend weekly department meetings, and other related school and universities staff meetings
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 basic principles, practices and methods of accounting, budgeting, and inventory management
Experience with purchasing principles and department purchasing card and reconciliations
Demonstrated knowledge of procedures associated with automated accounting system in an academic setting
Skilled in performing detailed and complex numerical computations and reports, including analysis and evaluation of budgets, planning and other management information systems.
Experience in managing multiple high-priority activities requiring considerable coordination and follow-through to meet deadlines and requirements.
Experience in performing work that requires attention to detail, forward thinking, time management and a high-level of customer service
Evidence of supervising experience and working with students
Experience in a wide variety of administrative functions including customer service, calendaring, scheduling, and event planning
Experience using Microsoft Office applications at an advanced level (i.e., Word, Excel, Outlook)
Experience using Google Drive, Dropbox, Adobe Pro, Concur, Workday
Ability to learn and adapt quickly, as well as be comfortable with technology and new processes
Evidence of effective communication skills

Working Environment

An 8AM-5PM, Monday-Friday work schedule. Communicate to perform essential functions. Performing activities in an environmentally controlled office setting. Using software and computer equipment (monitor, keyboard, mouse) for extended periods of time. Using office equipment, i.e. printers, copiers, fax machines, telephones, calculator. Frequently bending, reaching, lifting, pushing, pulling, and transporting up to 25 pounds. Standing for varying lengths of time and walking moderate distances to perform work.



Flexible work options

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.

Department Statement

ASU's School of Civic & Economic Thought and Leadership is a nationally unique program to ground the next generation of national and international leaders in great works of civic, economic, political, and moral thought. Transdisciplinary study is enriched by the presence of ASU's Center for Political Thought and Leadership and Center for the Study of Economic Liberty within the School. A blend of courses, practical leadership experiences, and public forums for debating contemporary issues prepares undergraduate and graduate students to lead in both civil society and public affairs. The School also offers a national-caliber speakers program and an array of civic education initiatives for the ASU, Arizona, and national communities. For more information please visit https://scetl.asu.edu/



SCETL is one of 19 academic units within the College of Liberal Arts and Sciences, which offers the greatest choice and diversity of studies of any college at Arizona State University -- the largest public university in the United States. In addition to top academic programs, award-winning faculty, and state-of-the-art lab and research facilities, the College of Liberal Arts and Sciences offers unique opportunities to explore a vast spectrum of academic disciplines-from science and math to languages and philosophy-that few other colleges and universities can provide. With 13 schools, six departments, three programs, 89 majors, 136 graduate degrees, and over 40 world-class research centers and one-of-a-kind institutes, the College of Liberal Arts and Sciences is redefining liberal arts and sciences education for the 21st century.



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 Police Department 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.

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.

Keywords: Arizona State University, Mesa , BUSINESS OPERATIONS SPECIALIST, Other , Mesa, Arizona

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