Business Operations Specialist

Minimum Qualifications:

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.

Job Description:

Salary: $55,000 - $65,000 per year; DOE

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
• 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.

Desired

Qualifications:

• Grants Management Knowledge:
  Demonstrated knowledge of grant management policies, procedures, and regulations, including post-award financial administration.
• Higher Education
  
  Experience:
  
  Experience with accounting, budgeting, purchasing, and financial processes in a higher education environment.
• Numerical Proficiency:
  Experience working with numerical computations and developing spreadsheets and financial reports using Microsoft Excel.
• Attention to Detail:
  Demonstrated ability to maintain accuracy and attention to detail while managing multiple financial and administrative responsibilities.
• Problem-Solving
  
  Skills:
  
  Experience prioritizing workloads, resolving issues, and meeting deadlines in a fast-paced environment.
• Analytical
  
  Skills:
  
  Experience preparing, analyzing, and interpreting financial reports, forecasts, and budget information.
• Communication
  
  Skills:
  
  Evidence of effective written and verbal communication skills with a strong customer service focus.
• Relationship Building:
  Experience building collaborative relationships with faculty, staff, vendors, sponsors, and other stakeholders.
• Team and Independent Work:
  Demonstrated ability to work independently while contributing effectively as part of a collaborative team.
• ASU Systems Familiarity:
  Experience using ASU enterprise systems such as Workday, Workday Finance, People Soft, Concur, and ERA.
• Activities are performed in an environmentally controlled office setting subject to extended periods of sitting, keyboarding, and manipulating a computer mouse.
• Required to stand for varying lengths of time, and walk moderate distances to perform work.
• Frequent bending, reaching, lifting, pushing and pulling up to 25 pounds.

Department Statement:

The Executive Administration team focuses on Business Operations, providing essential support to our units while ensuring efficiency and…