Business Operations Specialist

Administrative Operations Specialist 2

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.

What You'll Do:

• Support Business Operations:
  Assist with purchasing, travel administration, payroll, reporting, grant financial management, and general business operations support for assigned units.
• Financial Support:
  Apply a solid understanding of financial practices to maintain accuracy and efficiency.
• Customer Service:
  Provide exceptional customer service while partnering with university departments, faculty, staff, vendors, and sponsors to support business operations.
• Confidentiality:
  Handle sensitive information with care and discretion.
• Process Improvement:
  Assist in identifying ways to enhance processes and contribute to operational efficiency.

What We're Looking For:

• Financial Understanding:
  Basic understanding of financial practices and principles.
• Customer Service Focus:
  Strong interpersonal skills with a commitment to collaborative teamwork.
• Attention to Detail:
  Accuracy in all aspects of work.
• Discretion:
  Experience handling confidential and sensitive information.
• Proactivity: A willingness to support process improvements

Essential Duties:

• Financial Support:
  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.
• Account Support:
  Assist with monitoring account expenditures, maintaining accurate financial documentation, reconciling accounts, and supporting budget maintenance for assigned departments and sponsored projects.
• Grant Coordination:
  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.
• Travel Support:
  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.
• Payroll Support:
  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.
• Resource Support:
  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.
• Process Improvement:
  Evaluate business processes and recommend opportunities to improve efficiency, consistency, customer service, and compliance.
• Risk Management:
  
  Support the identification and mitigation of financial and operational risks by ensuring compliance…