Business Operations Manager, Senior

Arizona State University•Tempe, AZ

9d•$90,000 - $95,000•Onsite

About The Position

The School of Politics and Global Studies (SPGS) at the Tempe campus seeks a Business Operations Manager, Senior (BOMS) to administer and control the business operations functions of the school and to serve as an administrative resource for the Director. If you want a position that includes a broad scope of administrative, human resources, and business operations functions, this would be a good fit. The BOMS will develop, manage, and control the business operations functions in a university work unit. These functions include budgeting, accounting, staff supervision, human resources, strategic planning, inventory control, internal procedures, and other functions designated by the Director. The successful candidate will be a self-starter with an efficient work methodology, skilled in maintaining effective working relationships among multiple populations and constituencies and experienced in handling confidential and sensitive information.

Requirements

Bachelor's degree and seven (7) years of experience appropriate to the area of assignment/field including two (2) years managerial experience; OR, Any equivalent combination of experience and/or training from which comparable knowledge, skills and abilities have been achieved.
Bachelor's Degree in a related field and eight (8) years of directly related administrative experience which includes at least four (4) years supervisory experience; OR, Twelve (12) years of directly related administrative experience which includes at least four (4) years of supervisory experience; OR, Any equivalent combination of education and experience from which comparable knowledge, skills and abilities have been achieved.

Nice To Haves

Experience in an academic environment and knowledge of the research enterprise of ASU.
Experience with Faculty HR/Personnel actions, Interfolio, Workday HCM, PCard, Concur, and Analytics.
Experience managing, supervising and evaluating the work of assigned staff.
Demonstrated knowledge of budgeting practices and principle.
Experience in managing multiple high-priority activities requiring considerable coordination and follow-through to meet deadlines and requirements.
Ability to exercise sound judgment in decision-making, be flexible, as well as anticipate, recognize and resolve internal and constituent issues.
Experience with ASU financial controls, purchasing best practices and procedures, budgeting, and inventory control management.
Experience using Microsoft Office applications at an advanced level (i.e., Word, Excel, Outlook).
Experience using Google Drive, Dropbox, Adobe Pro, Adobe Sign, and Zoom.
Experience in working independently, exercising analytical skills, and decision making, in an environment subject to minimal direction/supervision.

Responsibilities

Ensures integrity of the School’s governance processes and University policies.
Manages multiple high-priority activities in a fast-paced environment requiring considerable coordination and follow-through; responds to administrative inquiries and ensures resolution and necessary follow-up is performed.
Remains current regarding all policies, practices, methods, standards, regulations, and requirements affecting the business and operational activities to ensure ongoing compliance; attends training sessions as needed.
Represents school at meetings or conferences and serves as liaison for the school and other university administrative areas.
Assists School Director with special projects as directed and other duties as assigned.
Contributes to building a sense of community for faculty, staff, and students affiliated with the School.
Prepares yearly operational and special budgets, budget projections, and analyses of data and/or trends to management for decision-making.
Plans and oversees budgeting, accounting, strategic planning, inventory control and management, and internal operational procedures.
Monitors budget position control reports and creates vacancy savings analysis to determine how to utilize salary savings to best benefit the School.
Reconciles detailed budgets monthly for various accounts using Workday reports; analyzes, summarizes and interprets information to ensure expenditures are within the budget guidelines and informs management of irregularities.
Supervises and monitors faculty startup funds, grant, and discretionary funds, including setting up accounts for new faculty, helping project needs and expenses, requesting funds, and resolving issues.
Support the human resource functions, including time entry and approval; position renewals; hiring, terminations, or FTE changes; annual Notice of Appointments (NOAs); and payroll redistributions.
Coordinates personnel matters such as payroll actions, classification, recruiting, new hire actions, interviewing and selecting new staff, employee grievances, or other applicable issues.
Oversees faculty search and waiver hire administration, workload notifications, notification of appointment process, adjunct faculty processing, and affiliate faculty processing.
Supervises, evaluates, and directs the work of assigned staff, which includes hiring, termination, discipline, performance evaluation, work planning, etc.
Serves as the department leaves administrator.
Serves as Authorized Travel Official (ATO) as needed to approve and coordinate travel requests and expense claims for domestic and international travel.
Handles internal and external audits and prepares audit documents (e.g. department purchasing card audits).
Maintains all financial files and documentation following established procurement and financial policies as required by ASU/ABOR/ASUF.
Oversees space utilization and annual space survey, building repair and maintenance; coordinates renovation/remodeling projects.
Oversees and approves all department financial/purchasing transactions and may process reimbursements, travel, purchasing, and p-card transactions.
Coordinates with IT and Facilities Management as necessary.
Works with Research Advancement on certain aspects of grant post-award process and provides information/budgets as necessary for proposals; reviews and approves grant budgets in the OKED ERA system; Works with faculty on after the fact/effort reporting approvals.
Oversees unit property control, tagging items as required and working with surplus on removal.
Oversees department key assignment and use.
Oversees foundation accounts and utilization, processes unit scholarships.
Coordinates internal and external audits and prepares audit work papers.
May assist with Academic Personnel processes for the unit as needed.
Performs other duties as assigned.