Administrative Operations Professional II, College of Science Business Operations

The University of Arizona•Tucson, AZ

3d•Onsite

About The Position

The College of Science invites applications for an Administrative Operations Professional II position. In this role, you will be responsible for performing professional business operations activities for assigned departments of Astronomy/Steward Observatory within the College of Science, and reports to the centralized business operations unit. Under the guidance of the Administrative Operations Manager, you will serve as a lead resource for the team, guiding the operational support staff to meet standard reporting requirements, UA transaction processing expectations, and department/UA deadlines by assisting with the completion of monthly accounting system reconciliations, bi-weekly payroll processing, internal system projections, and the review and submission of standard purchasing requests.

Requirements

Bachelor's degree or equivalent advanced learning attained through professional level experience
Minimum of 3 years of relevant work experience, or equivalent combination of education and work experience.
Demonstrated knowledge of Microsoft Office programs (Excel, Adobe Acrobat, PowerPoint, Outlook).
Knowledge of standard accounting and payroll timekeeping software systems.
Strong organizational, time management, and problem-solving skills.
Ability to interact professionally and effectively with others.
Effective written and verbal communication skills.
Ability to work both independently and as part of a team.
Ability to work in a fast-paced, deadline-driven environment.
Ability to assist in leading and training a team and support staff.

Responsibilities

Review, administer, and monitor departmental financial activities for accounts supporting budgets exceeding $15 million.
Assist in managing designated, gift, foundation, state, and other funding sources by performing monthly account reconciliations, monitoring expenditures, and verifying budget availability.
Ensure compliance with the policies and procedures of the University of Arizona, the University of Arizona Foundation, as well as sponsor and governmental policies and procedures.
Research and recommend corrective actions to resolve accounting discrepancies.
Analyze financial data, account activity, and budget trends to identify variances, resolve discrepancies, and provide recommendations to department leadership.
Review and process complex financial transactions and accounts using a combination of University financial systems and internal departmental accounting software.
Oversee the processing of bi-weekly payroll, processing General Error Corrections, Distribution of Income and Expense, Salary Expense Transfers, Transfers of Funds, Purchase Orders, Internal Billings, reimbursements, asset transactions, administer iLabs, wire claim deposits, and other accounting documents.
Monitor payroll distributions and coordinate corrections as needed.
Serve as a liaison to the Account Manager/Fiscal Officer for all exceptions and approvals by reviewing transactions for compliance with University policies.
Assist employees with reconciliation and expense reporting in Concur, and responding to inquiries from Financial Services regarding procurement card activity.
Interpret and apply University financial policies and procedures while providing guidance to departmental faculty and staff on routine financial and administrative processes.
Prepare recurring and ad hoc financial reports, cost projections, and account summaries to support operational planning and decision-making.
Interpret financial information, identify trends, and communicate findings to department leadership.
Train, mentor, and provide guidance to student employees and administrative support staff on financial procedures, University systems, and departmental processes.
Recommend improvements to financial workflows and administrative procedures to enhance efficiency and ensure compliance.