Specialist: Academic & Operations

Arizona State University • Tempe, AZ

2d

About The Position

Barrett, The Honors College is seeking a detail-oriented, service-driven Specialist: Academic & Operations to play a vital role in supporting our faculty and staff. If you thrive in a fast-paced academic environment, enjoy working behind the scenes to keep complex processes running smoothly, and take pride in precision and collaboration, this is an opportunity to make a meaningful difference. In this role, you will serve as a trusted partner—coordinating travel and expenses, managing academic personnel processes, supporting faculty recruitment, and ensuring compliance across procurement, contracts, and immigration-related activities. Your work will directly support the success of our faculty and the overall operations of one of the nation’s leading honors colleges.

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.
• You bring a strong commitment to customer service, exceptional attention to detail, and sound judgment when handling confidential and sensitive information.
• You are comfortable navigating complex systems, balancing multiple priorities, and collaborating with stakeholders across the university.

Nice To Haves

• Experience working in higher education.
• Proficiency in university systems such as Concur, Workday, and Interfolio.
• Demonstrated knowledge of faculty appointment and promotion processes.
• Familiarity with visa and immigration procedures for academic personnel.
• Strong written and verbal communication skills.
• Evidence of a Bachelor’s degree.
• Demonstrated experience with procurement systems and university purchasing policies.
• Demonstrated experience with processing travel claims and reimbursements
• Strong organizational and time-management skills with attention to detail and follow-through.
• Ability to maintain professionalism and composure when handling confidential or sensitive matters.

Responsibilities

• Act as a Concur delegate to coordinate faculty and staff travel requests and accurately reconcile expense reports.
• Review travel and reimbursement documentation to ensure full compliance with university, funding, and policy requirements.
• Advise faculty and staff on travel guidelines, reimbursement processes, and best practices to support timely and accurate submissions.
• Track travel-related expenditures, identify and resolve discrepancies, and troubleshoot system or policy-related issues.
• Process requisitions and oversee complex procurement workflows using Workday.
• Monitor contracts, purchase orders, and vendor invoices to ensure accuracy, compliance, and timely completion.
• Maintain detailed and accurate financial records for purchases, contracts, and reimbursements.
• Provide guidance to faculty and staff on procurement and purchasing procedures to promote consistency and policy adherence.
• Manage logistical and administrative aspects of faculty searches, including posting positions, organizing candidate materials, and maintaining required documentation.
• Support search committees by coordinating schedules, communications, and interview logistics.
• Ensure all recruitment activities align with university policies, procedures, and best practices.
• Prepare, process, and track Notices of Appointment (NOAs), renewals, and promotion materials.
• Maintain comprehensive records related to faculty appointments and governance to ensure deadlines and compliance standards are met.
• Support faculty governance activities, including bylaw maintenance and required disclosures.
• Collaborate with the Provost’s Office and academic leadership to efficiently facilitate personnel actions.
• Work in partnership with the International Students and Scholars Center (ISSC) to coordinate faculty visa and permanent residency processes, including H-1B and permanent residence cases.
• Collect, review, and submit required immigration documentation accurately and within established timelines.
• Serve as a primary point of contact for faculty regarding immigration-related processes and inquiries.
• Develop, maintain, and update internal resources, including intranet content and process guides related to travel, faculty personnel, and operational procedures.

Benefits

• ASU offers a total compensation package that includes valuable employee benefits, healthcare, retirement, tuition reduction program (eligible ASU Employee, their dependents and spouse), financial security, discounts, family resources and more.
• Explore ASU’s benefits options and degree program offerings.
• Estimate the value of your total compensation: https://cfo.asu.edu/compensation-estimator.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Number of Employees: 5,001-10,000 employees