Administrative Operations Specialist 3

Arizona State University•Tempe, AZ

1d•Onsite

About The Position

Under the direct supervision of the Chair/Director or designated department administrator, 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. These functions include basic budgeting, accounting, payroll, staffing, academic services, and other functions designated by the unit administrator. This role is intended to cover a broad range of responsibilities in the absence of a designated HR or financial specialist(s).

Requirements

Bachelor's degree and five (5) years 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

Demonstrated experience with Workday FMS and HCRM
Working knowledge of basic principles, practices, and methods of accounting, budgeting, and inventory management
Foundational understanding of project management
Proficiency in performing detailed and complex numerical computations and reporting, including budget analysis and evaluation of management information systems
Expertise in designing presentation materials
Ability to coordinate activities and establish priorities
Proven ability to build and maintain effective working relationships
Strong communication skills, both verbal and written

Responsibilities

Prepares budget proposals and recommendations and establishes budget control system for controlling expenditures; controls expenditures in accordance with budget allocations; recommends equipment and resources for function/program.
Monitors a variety of account expenditures, maintains and reconciles detailed budgets for various accounts, advises and/or determines which expenditures are within the budget guidelines; informs management of irregularities and proceeds with corrective action.
Processes travel reimbursements, purchase of supplies, services, and equipment with use of P Card and other purchasing documents in accordance with established procurement and financial policies.
Assists with coordination and processing of personnel searches and hiring, faculty promotion and tenure processes within the department, and maintains personnel files consistent with university policies and practices.
Organizes and/or prepares departmental administrative and financial reports; analyzes, summarizes and interprets information; recommends action to be taken.
Responds to audit requests and gathers documentation for payroll, pcards, and financial records. Also performs payroll and pcard reconciliations.
Develops and facilitates events, workshops, meetings or conferences; coordinates logistics, scheduling and participant communications; development of brochures or other unique projects.
Assists with coordination and development of course schedule, textbook ordering, and classroom scheduling.
Prioritizes and arranges meetings, conferences and appointments for unit administrator; makes necessary travel reservations and itineraries; determines and prepares background materials needed.
Represents the college/department and serves on various department and university committees.
Interacts and maintains liaison with students, faculty, staff and outside/community agencies in facilitating program objectives.