Operations Coordinator for Business Functions

2 weeks ago

Tempe, Arizona, United States Arizona State University Full time
Job Overview

The Operations Coordinator will assist in the Business and Administrative operations of the ASU Art Museum. This role will manage and streamline business operations activities including procurement, financial planning, travel arrangements, student staffing, payroll processing, and other responsibilities as assigned by the Director. The position encompasses a wide array of duties across the unit, collaborating closely with department leaders and the finance team.

Work Environment
  • Work is conducted in a climate-controlled office environment with extended periods of sitting, computer use, and manual dexterity.
  • Regularly required to stand and walk moderate distances to complete tasks.
  • Frequent need to adapt to changing priorities, which may involve conflict resolution.
  • Clear communication is essential for performing core functions.
  • Utilization of office equipment such as calculators, telephones, computers, printers, faxes, and copiers is necessary.
  • This position undergoes regular performance evaluations.
Background Check Requirement

All candidates will undergo pre-employment screening, including a criminal background check, verification of work history, and validation of academic credentials. Employment is contingent upon successful completion of this background check.

Minimum Qualifications

A Bachelor’s degree in a relevant field AND three (3) years of related experience; OR seven (7) years of relevant experience; OR an equivalent combination of education and experience that demonstrates comparable knowledge, skills, and abilities.

Department Overview

The Herberger Institute encompasses the School of Art, School of Arts, Media and Engineering, The Sidney Poitier New American Film School, School of Music, Dance and Theatre, The Design School, and the ASU Art Museum. With a diverse array of degree and certificate programs, the Herberger Institute is a leader in art, design, music, theatre, digital culture, and film.

Our mission is to position creative professionals at the forefront of public life, equipping them to leverage their talents to enhance culture, foster community, and creatively tackle pressing societal challenges.

The vision of the Herberger Institute is to embed creative inquiry at the core of the New American University, serving local, national, and international communities. With over 7,000 students and 700 faculty members, the Institute is dedicated to redefining contemporary arts and design education.

As part of Arizona State University, recognized as the most innovative university in the nation, the Herberger Institute is committed to advancing the impact of arts and design in society.

Core Values:
  • Creativity as a fundamental competency for the 21st century
  • Utilizing design and the arts as transformative societal resources
  • Encouraging innovation, entrepreneurship, and enterprise
  • Promoting interdisciplinary collaboration and research
  • Fostering social responsibility
  • Amplifying diverse voices
  • Striving for excellence
Benefits of Working at ASU

Compensation at ASU extends beyond salary, encompassing a comprehensive benefits package, access to educational opportunities at reduced rates, and a commitment to work-life balance.

Flexible work arrangements may be available after a specified period of service, subject to departmental needs and performance evaluations.

Desired Qualifications
  • Familiarity with ASU Art Museum business operations, including retail management
  • Understanding of ASU policies regarding procurement and purchasing
  • Basic project management knowledge
  • Experience with university systems such as Workday and PeopleSoft
  • Familiarity with museum-specific systems
  • Knowledge of student recruitment policies
  • Proficiency in Google Docs and Microsoft Office Suite
  • Ability to maintain confidentiality and professionalism
Essential Responsibilities
  • Assist with procurement and accounts payable tasks, including supplier registration and contract execution.
  • Collaborate with vendors and contractors to ensure proper documentation for payments.
  • Manage museum P-card transactions and ensure accurate budget allocations.
  • Process financial deposits and transfers.
  • Review and authorize purchases in accordance with budget guidelines.
  • Reconcile sales and ensure accurate accounting of funds.
  • Prepare accounting journals to adjust expenditures as necessary.
  • Oversee time recording for staff and students.
  • Support student recruitment and onboarding processes.
  • Assist with travel requests and expense reports.
  • Perform various administrative tasks, including filing and correspondence.
  • Other duties as assigned.
Fingerprint Check Requirement

This position is classified as safety-sensitive and will require a fingerprint check. Employment is contingent upon successful completion of this check.

Application Instructions

Applicants should provide comprehensive employment history and qualifications in their submissions.

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