Business Operations Specialist Senior

Administrative Operations Specialist 3

The College Dean's Office is seeking a Business Operations Specialist Sr. to provide comprehensive business and administrative operations support, with primary responsibilities in financial operations, budgeting, procurement, travel, payroll, account management, records administration, and compliance. Working under established policies and procedures, this position monitors and supports day-to-day business activities, maintains accurate financial and administrative records, prepares reports, reconciles accounts and expenditures, and assists faculty, staff, students, administrators, and other stakeholders with operational and financial processes.

The position requires independent judgment, attention to detail, strong organizational and communication skills, and the ability to manage multiple priorities and deadlines in a dynamic environment. The specialist serves as a resource on applicable policies, procedures, funding restrictions, and administrative systems, and assists in identifying and resolving operational issues.

Salary Range: $65,000 - $72,000 per year; DOE

Financial Operations and Accounting

• Process and reconcile Dean's Office accounts, expenditures, purchasing card transactions, and other financial activity.
• Monitor budgets, funding changes, and expenditures to ensure accurate and appropriate use of funds and report trends or variances.
• Process routine accounting and financial transactions in accordance with applicable policies and procedures.
• Prepare and maintain financial documentation and supporting records.
• Support financial controls and compliance with applicable university, state, federal, and donor requirements.

Procurement and Purchasing

• Process purchase of supplies, services, and equipment using purchasing cards and other authorized purchasing methods.
• Serve as an assigned purchasing card holder and reconcile purchasing card transactions.
• Prepare purchase requisitions and assist with receiving and related procurement activities.
• Maintain required approvals and supporting documentation.
• Review purchases and expenditures for compliance with applicable policies, procedures, and funding requirements.
• Coordinate with appropriate personnel to resolve purchasing and payment issues.

Travel Administration

• Process travel requests, approvals, expense reports, reimbursements, and related documentation using Concur.
• Serve as a travel delegate and review travel activity for completeness, accuracy, and compliance.
• Track travel expenses and resolve or assist with travel-related questions and issues.
• Provide guidance on applicable travel procedures and requirements.

Payroll and Personnel Administration

• Provide backup support for student personnel transactions, including new hires, renewals, terminations, offer letters, and other adjustments. Support student worker searches, hiring, and termination processes when assigned.
• Provide backup support for time administration and biweekly payroll reconciliation.
• Assist employees with time-reporting requirements and resolve payroll-related discrepancies.

Reporting, Records, and Compliance

• Prepare and summarize financial, operational, and administrative reports for management and unit leadership.
• Maintain accurate electronic and physical records, files, and supporting documentation.
• Ensure records are maintained in accordance with applicable university, state, and federal requirements.
• Remain current on changes to policies, procedures, practices, and methods.

Administrative Operations and Process Improvement

• Support the implementation and administration of procedures for daily operations.
• Prepare and update process documentation and reference materials.
• Coordinate activities, establish priorities, and track work to meet deadlines.
• Assist with special projects, reports, and operational initiatives.
• Identify and resolve routine financial, procurement, payroll, travel, and administrative issues.
• Recommend and assist with process improvements that enhance efficiency, accuracy, and compliance.
• Escalate issues which require additional authority or expertise.

Customer Service and Collaboration

• Serve as a resource to faculty, staff, students, administrators, and other stakeholders regarding administrative policies, financial procedures, funding requirements, and regulations.
• Respond to questions, requests, and provide appropriate information or assistance.
• Establish and maintain effective working relationships across the organization.
• Exercise sound judgment and discretion when interpreting and applying policies and procedures.

• Experience in business operations and financial services within a higher education environment.
• Experience with accounting and financial reporting.
• Experience with purchasing cards; processing and monitoring expenditures, and audit procedures.
• Experience with ASU Foundation accounts, including document processing, gift agreements, funding transfers, deposits, and reports.
• Experience entering, reviewing, and approving…