Business Administrative Operations Specialist

Arizona State University • Tempe, AZ

5d • $48,600 - $50,000 • Hybrid

About The Position

The Business Administrative Operations Specialist will support Business and Administrative functions of the ASU Art Museum. This position will coordinate and organize the business operations functions including procurement, budgets, travel, student staffing, payroll and other functions designated by the Director. This position is intended to cover a broad range of responsibilities across the unit working closely with the Museum's department leads and HIDA’s finance team.

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.
• Ability to maintain confidentiality and professionalism at all times.

Nice To Haves

• Familiarity with ASU Art Museum business office procedures including retail ops.
• Knowledge and of ASU policies and guidelines regarding P-Cards/P-Card Management and Purchasing.
• Knowledge of basic project management.
• Experience using university systems; Workday, PaymentNet, PeopleSoft
• Experience with museum specific systems such as Vend (Lightspeed), Basecamp & internal budget tracking systems
• Demonstrated knowledge of student employees recruiting policies; recruitment certified preferred
• Experience in using google docs and Microsoft Office suite.

Responsibilities

• Assist with procurement & payables related tasks including, supplier registration, execution of contracts, completing tax forms, processing requisitions, purchase orders, reimbursements, receipts, and invoicing in both ASU & ASU Foundation systems.
• Work with vendors and independent contractors including visiting artists, faculty & students to obtain proper documentation and approvals for payment/reimbursement.
• Responds to all inquiries regarding payment status.
• Maintain daily management of museum P-cards including Workday verifications and PaymentNet entries ensuring all transactions are properly allocated based on approved budget; Modifying spend category & funding source as needed, and adding proper worktags.
• Process deposits & transfers for ASU & ASU Foundation.
• Review request and authorize supplies, services, equipment purchases and other expenditures according to approved budget using the university’s various financial systems(Workday, Sunrise, and P-card).
• Initiate and complete reconciliation of shop sales ensure accurate accounting and use of funds according to budget guidelines and assist with resolving discrepancies.
• Prepare and submit Accounting Journals to adjust/correct expenditure to conform to budget guidelines.
• Serve as a Department Time Administrator (DTA) ensuring accurate and timely recording of time for all staff/students.
• Performs all tasks associated with student recruitment, hires & onboarding.
• Perform payroll reconciliations.
• Assist with travel requests and expense reports and serve as the first level of review/approval.
• Execute a variety of office administrative and/or secretarial support activities such as filing, scanning, preparing and distributing correspondence.
• May perform other duties, as assigned.

Benefits

• Comprehensive package of affordable benefit plans and programs
• Access to world-class educational opportunities at deeply discounted rates
• 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