Administrative Operations Specialist 1

Arizona State University • Tempe, AZ

5d • $48,600 - $50,000 • Onsite

About The Position

The Design School in the Herberger Institute for Design and Arts seeks a highly motivated, outgoing, dynamic Administrative Operations Specialist to join our business services team. Under direction of the Business Operations Manager, the successful candidate will play a key role in planning, organizing and coordinating the business and human resource operations functions in accordance with established goals, priorities, time limitations, funding limitations or other specifications. This position will perform work of considerable responsibility in administering business operations, and personnel transaction request actions in a complex academic unit. The successful candidate will be a problem solver, skilled in developing and maintaining effective working relationships in a diverse population, experienced in handling confidential and sensitive information and excellent communication skills.

Requirements

• Associate's degree and one (1) year of experience appropriate to the area of assignment/field; OR, Any equivalent combination of experience and/or training from which comparable knowledge, skills and abilities have been achieved.

Nice To Haves

• Experience working in Higher Education
• Evidence of effective customer service and communication skills.
• Demonstrated knowledge of basic principles, practices and methods of accounting, budgeting and inventory management.
• Experience using an internal Financial Management System for Accounts Payable and Human Resources management system
• Experience managing a departmental purchasing card and assisting in the operation of a fiscally sound environment.
• Experience successfully working in a fast-paced, deadline driven environment.
• Experience with Microsoft Office (Word, Excel, Outlook), Adobe Sign, Adobe Pro, Canvas, Google Suite, Dropbox, etc.
• Experience in coordinating activities and establishing priorities for self and others

Responsibilities

• Assists in preparation of budget proposals and recommendations; controls expenditures in accordance with budget allocations; recommends equipment and resources for function/program.
• Monitors and maintains a variety of revenues and expenditures in accordance with budget allocations
• Processes business-related reimbursements, purchases, travel, gift cards, services and equipment using the University’s various financial systems (Workday, SunRISE) and the Purchasing Card (PCard), in accordance with established procurement and financial policies.
• Organizes and/or prepares departmental administrative and financial reports; analyzes, summarizes and interprets information; recommends or implements action to be taken.
• Coordinates internal audits and responds to external audit requests
• Processes ASU Foundation account transactions, including generating Foundation Workday documents within policy and preparing information reports as requested by AS Foundation
• Manages account and PCard reconciliations and reconciles detailed budgets monthly for various accounts using Workday reports
• Oversees a variety of account expenditures, looks up various accounts, advises and/or determines which expenditures are within guidelines, informs management of irregularities and corrective action.
• Works independently and exercises professional judgment to serve as a knowledgeable and helpful resource in respect to ASU fiscal/HR policies and procedures and to ensure accurate output and processing in all assigned areas.
• Assists with special projects, requiring problem solving, research and recommendation of next steps.
• Assists with Administrative / Student and Faculty Associates Talent Acquisitions
• Coordinates the year-round recruitment efforts of all student worker positions, which includes posting the positions, communicating with applicants, screening/providing application materials, scheduling interviews, preparing job offer letters.
• Coordinates with HIDA HR on faculty associate recruitment and process the year-round faculty associate offer letters from templates provided from HIDA HR for returning faculty associates and personnel transaction requests , within the department, and creates and maintains personnel files consistent with University policies and practices.
• Manages high volume of student workers, returning faculty associates and teaching/research assistants/associates (TA/RA), etc., which includes preparing and processing various personnel transaction requests, offer letter generation from templates provided by HIDA HR; FTE change; position accounting modification; payroll redistributions; terminations, etc.
• Coordinates various tasks for the new employee onboarding process, including technology, key requests, office preparation and various equipment.

Benefits

• Total compensation at ASU is defined as more than the salary paid for the valuable work performed to support the success of our ASU students. It includes:
• Salary and wages paid
• Comprehensive package of affordable benefit plans and programs
• Access to world-class educational opportunities at deeply discounted rates
• ASU's total compensation estimator shows the approximate value of your overall compensation
• ASU is a diverse enterprise with a wide variety of work and learning modes, locations and a commitment to sustainability, innovation and employee work-life balance. We are determined to maintain our position as an employer of choice in a competitive labor market.
• 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.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree
• Number of Employees: 5,001-10,000 employees