Administrative Operations Specialist

Arizona State University • Washington, DC

3d • $60,000 - $65,000 • Onsite

About The Position

The McCain Institute, part of Arizona State University and based in Washington, D.C., seeks a full-time Administrative Operations Specialist. The Institute is a nonpartisan organization inspired by Senator John McCain and his family’s dedication to public service. Its programs defend democracy, advance human rights, and empower character-driven leaders.

Reporting to the Finance Manager, the Administrative Operations Specialist provides financial administration, executive travel support, and human resources administration. The role supports routine to intermediate departmental queries, applies established standards and procedures, and maintains accurate records. Duties include reviewing procurement and expense submissions, maintaining financial records, monitoring transactions, coordinating Sedona invoicing, arranging travel for the Chief Program Officer, and supporting routine human resources processes.

The position pays $60,000–$65,000 per year, depending on experience. It is based in an off-campus, climate-controlled office setting in Washington, D.C., with extended periods in a stationary position and regular use of standard office and computer equipment.

Requirements

• Bachelor’s degree and three years of experience appropriate to the area of assignment or field, or an equivalent combination of experience and/or training that demonstrates comparable knowledge, skills, and abilities.
• Strong attention to detail and ability to accurately process routine financial and administrative transactions.
• Ability to organize receipts, invoices, forms, approvals, and other supporting documentation.
• Ability to manage multiple assignments and follow established processes and deadlines.
• Ability to communicate professionally with staff, applicants, vendors, and external partners.

Nice To Haves

• Proficiency in Microsoft Office Suite, particularly Excel, Outlook, and Word.
• Ability to learn and use financial, human resources, travel, and project-management systems such as Workday, Concur, and Asana.
• Basic understanding of expense reporting, procurement, reconciliation, or comparable administrative processes.

Responsibilities

• Review SharePoint procurement submissions and Concur trip requests and expense reports for completeness and required documentation; approve SharePoint submissions and route completed Concur submissions for final approval.
• Coordinate Sedona financial administration, including vendor setup, invoice and procurement-request submissions, transaction and payment monitoring, supporting-document maintenance, and follow-up with staff, vendors, and external partners.
• Verify that procurement, travel, and expense transactions are accurately recorded on the reconciliation schedule and follow up with program staff about missing or inconsistent entries.
• Monitor financial records and supporting documentation for completeness and accuracy, and follow up with program teams regarding documentation needed for reconciliation, reporting, audits, and fiscal year-end activities.
• Answer routine questions about financial procedures and documentation requirements and refer substantive financial matters as appropriate.
• Perform other finance-related administrative duties assigned by the Finance Manager.
• Coordinate the Chief Program Officer’s business travel, including flights, lodging, ground transportation, other arrangements, and itineraries.
• Prepare and submit the Chief Program Officer’s travel requests and expense reports, reconcile corporate-card and out-of-pocket expenses, and collect required documentation.
• Monitor travel approvals and reimbursements and resolve routine documentation or processing issues.
• Coordinate scheduling and logistics for employee orientations, staff retreats, workshops, lunches, and other employee activities.
• Maintain the Institute’s salary and labor allocation schedules.
• Assist with routine human resources administrative activities as assigned.

Benefits

• Eligible employees may receive commuter benefits, including a monthly contribution toward Metro transportation expenses.
• ASU offers a comprehensive benefits package.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level