Business Operations Specialist

Arizona State University•Tempe, AZ

19h•$55,000 - $65,000•Hybrid

About The Position

This position plays a key role in supporting the financial and administrative operations of Executive Administration. The Business Operations Specialist (BOS) works closely with leadership, faculty, staff, university business partners, and external sponsors to ensure efficient, compliant, and customer-focused business operations. The role supports purchasing, travel administration, payroll, reporting, grant financial management, and general business operations support while contributing to the smooth and efficient operation of the department.

Requirements

Bachelor's degree and three (3) 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.
Basic understanding of financial practices and principles.
Strong interpersonal skills with a commitment to collaborative teamwork.
Accuracy in all aspects of work.
Experience handling confidential and sensitive information.
A willingness to support process improvements.

Nice To Haves

Demonstrated knowledge of grant management policies, procedures, and regulations, including post-award financial administration.
Experience with accounting, budgeting, purchasing, and financial processes in a higher education environment.
Experience working with numerical computations and developing spreadsheets and financial reports using Microsoft Excel.
Demonstrated ability to maintain accuracy and attention to detail while managing multiple financial and administrative responsibilities.
Experience prioritizing workloads, resolving issues, and meeting deadlines in a fast-paced environment.
Experience preparing, analyzing, and interpreting financial reports, forecasts, and budget information.
Evidence of effective written and verbal communication skills with a strong customer service focus.
Experience building collaborative relationships with faculty, staff, vendors, sponsors, and other stakeholders.
Demonstrated ability to work independently while contributing effectively as part of a collaborative team.
Experience using ASU enterprise systems such as Workday, Workday Finance, PeopleSoft, Concur, and ERA.

Responsibilities

Assist with purchasing, travel administration, payroll, reporting, grant financial management, and general business operations support for assigned units.
Apply a solid understanding of financial practices to maintain accuracy and efficiency.
Provide exceptional customer service while partnering with university departments, faculty, staff, vendors, and sponsors to support business operations.
Handle sensitive information with care and discretion.
Assist in identifying ways to enhance processes and contribute to operational efficiency.
Assist assigned units with financial transactions, ensuring compliance with ASU and sponsor requirements.
Initiate and process financial transactions including requisitions, purchase orders, expense reports, expense transfers, journal entries, payments, and other financial actions using ASU enterprise systems.
Secure appropriate documentation, respond to inquiries, support vendor and supplier relationships, and coordinate with vendors and university business offices to resolve purchasing and payment-related issues.
Assist with monitoring account expenditures, maintaining accurate financial documentation, reconciling accounts, and supporting budget maintenance for assigned departments and sponsored projects.
Support pre- and post-award grant administration, including budget preparation, account monitoring, expense forecasting, financial reporting, and account reconciliation.
Review expenditures for allowability and compliance with sponsor and university requirements, assist with resolving grant-related financial issues, and collaborate with principal investigators, department staff, and university partners to support the effective financial management of sponsored projects.
Serve as a travel delegate for assigned employees by preparing and submitting travel requests, expense reports, and reimbursement documentation.
Provide guidance on university travel policies and procedures while ensuring compliance with ASU and state requirements.
Serve as the department timekeeper by reviewing and processing employee timesheets, monitoring leave reporting, resolving timekeeping discrepancies, and ensuring payroll transactions are completed accurately and in accordance with university policies and payroll deadlines.
Serve as a primary resource for faculty and staff regarding university financial, purchasing, travel, payroll, and grant-related policies and procedures.
Provide guidance on business processes, interpret university and sponsor requirements, respond to inquiries, and assist stakeholders in resolving financial and administrative issues while ensuring compliance with applicable university, sponsor, and regulatory requirements.
Evaluate business processes and recommend opportunities to improve efficiency, consistency, customer service, and compliance.
Support the identification and mitigation of financial and operational risks by ensuring compliance with university policies, sponsor requirements, and internal controls.
Provide administrative support for departmental operations, special projects, and other business functions while maintaining confidentiality and supporting organizational priorities.