Operations Specialist

Arizona State University•Tempe, AZ

12d•Onsite

About The Position

The ASU Library is seeking a detail-oriented, service-driven Operations Specialist (Travel, Procurement, & Hiring) to support essential administrative and operational functions across the library. This position plays a key role in ensuring smooth, compliant, and efficient processes related to travel, purchasing, and staff and student employment. The Operations Specialist works closely with library leadership, faculty, staff, student employees, ASU central offices, and external vendors. The ideal candidate is organized, adaptable, and comfortable managing multiple priorities in a fast-paced academic environment while providing excellent customer service.

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.
Demonstrated experience in administrative operations, travel coordination, procurement, or human resources support.
Strong organizational skills with the ability to manage multiple priorities and meet deadlines.
Excellent written and verbal communication skills.
Proficiency with standard office software (e.g., Microsoft Office or Google Workspace).

Nice To Haves

Bachelor’s degree preferred.
Experience working in a higher education or large, complex organization.
Familiarity with ASU systems such as Workday or PeopleSoft.
Experience supporting staff and student employee hiring processes.
Knowledge of state or public sector procurement and travel policies.
Strong customer service orientation and ability to work collaboratively across teams.
Demonstrated ability to handle confidential information with discretion.
Experience documenting processes and identifying opportunities for continuous improvement.

Responsibilities

Travel Administration Prepare and process travel requests, expense reports, and reimbursements for library faculty, staff, and student employees in accordance with ASU and state policies.
Serve as a knowledgeable resource on university travel policies and procedures.
Assist employees with travel planning questions and help resolve travel-related issues.
Procurement & Purchasing Process purchase requisitions, payment requests, and reimbursements for goods and services.
Coordinate with vendors and ASU procurement offices to obtain quotes, place orders, track shipments, and resolve discrepancies.
Ensure compliance with ASU, Arizona Board of Regents (ABOR), and state procurement policies.
Maintain accurate financial records and supporting documentation for reporting and audit purposes.
Staff & Student Hiring Support Coordinate hiring processes for staff and student employees, including position setup, job postings, onboarding, and employment transactions.
Prepare and submit hiring and personnel actions in Workday.
Serve as a primary point of contact for supervisors and employees regarding hiring processes, timelines, and HR-related questions.
Support student employment processes, including eligibility verification.
Provide backup support for payroll activities as needed.
General Administrative Support Provide administrative and operational support to the reporting manager and library leadership.
Maintain confidential records and sensitive information with professionalism and discretion.
Develop and maintain process documentation and recommend improvements to enhance efficiency and consistency.
Collaborate with internal and external partners to support library operations and strategic goals.