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Lead Business Operations Analyst

2 months ago

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

Under the general guidance of the Director of the Humanities Institute or an appointed department administrator, this role is responsible for planning, organizing, and overseeing the business operations activities in alignment with established objectives, priorities, time constraints, funding limits, and other specifications. Key functions encompass budgeting, financial management, procurement, payroll processing, staffing, and additional responsibilities as assigned by the Director or designated administrator.

This position also plays a vital role in supporting the institute's initiatives related to marketing and communications, event coordination, and research development as required. It presents an excellent opportunity to manage a diverse array of responsibilities, develop new competencies, and work both independently and collaboratively within a team environment. The role demands exceptional communication skills, both verbal and written, a keen attention to detail, initiative, organizational abilities, discretion, and self-management.

Work Environment
  • Work is conducted in a climate-controlled office environment, requiring extended periods of sitting, keyboarding, and using a computer mouse.
  • May require standing for varying durations and walking moderate distances to fulfill job duties.
  • Occasional bending, reaching, lifting, pushing, and pulling of items up to 25 pounds.
  • Regular tasks necessitate the ability to swiftly adapt to changing priorities, which may involve resolving conflicts.
  • Clear communication is essential for performing key functions and collaborating with others.
  • Ability to work autonomously as well as part of a team.
  • Work is guided by general instructions on standard duties and specific directions for new tasks.
  • Judgment must be exercised within defined procedures and practices to determine appropriate actions.
  • Occasional evening work may be required to support the institute's events.
  • Flexible work arrangements may be available post-training, subject to leadership approval.
  • The institute encourages professional development and growth for staff, as resources allow.
Background Check Requirement

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

Minimum Qualifications

A Bachelor’s degree in a relevant field AND five (5) years of related experience; OR nine (9) years of relevant experience; OR an equivalent combination of education and experience that provides comparable knowledge, skills, and abilities.

Department Overview

The Humanities Institute (HI) fosters research and creative engagement with the essence of humanity in a rapidly evolving world. The HI connects university and community partners to celebrate the impactful contributions of the Humanities across diverse cultures and time periods.

Desired Qualifications
  • Familiarity with university policies, procedures, and practices related to accounting, budgeting, procurement, and human resources.
  • Understanding of accounting and budgeting principles and practices.
  • Knowledge of federal and state regulations regarding accounting and budgeting.
  • Demonstrated effective communication, analytical, and interpersonal skills.
  • Experience in processing and reconciling financial and operational transactions.
  • Proficiency in preparing, analyzing, and interpreting administrative and financial reports.
  • Experience with Microsoft Office applications (e.g., Word, Excel, Outlook).
  • Familiarity with enterprise systems used by the university (e.g., Workday, PeopleSoft, Analytics, Concur, Kenexa BrassRing, Enterprise Research Administration).
  • Ability to thrive in an environment with rapidly changing priorities and tight deadlines.
  • Capability to effectively present management information to diverse audiences with varying levels of understanding.
ASU Overview

Arizona State University represents a new paradigm in American higher education, combining academic excellence, entrepreneurial spirit, and broad accessibility. This New American University is a unified institution comprising four distinct campuses that positively influence the economic, social, cultural, and environmental well-being of the communities it serves. ASU's research is driven by real-world applications, bridging traditional academic disciplines. Serving over 100,000 students in metropolitan Phoenix, Arizona, ASU champions intellectual and cultural diversity, welcoming students from all fifty states and more than one hundred countries worldwide.

ASU maintains a tobacco-free campus.

Essential Responsibilities
  • Develops budget proposals and recommendations, establishing a budget control system to manage expenditures in line with budget allocations.
  • Processes, monitors, and reconciles various account expenditures, including general operating, local, gift, and sponsored accounts.
  • Maintains and reconciles detailed spending plans and budgets for different accounts, such as personnel services and internal funding opportunities.
  • Advises on which expenditures comply with budget guidelines and informs management of any irregularities, taking corrective actions as necessary.
  • Prepares, analyzes, summarizes, and interprets administrative and financial reports.
  • Recommends and implements resource allocation and utilization strategies for administrative and financial activities as directed.
  • Manages the travel process for employees, including requests, expense reports, advances, claims, and reimbursements.
  • Coordinates the procurement of supplies, services, and equipment following established financial and procurement policies.
  • Oversees the use of PCards, ensuring compliance, verification, and timely reconciliation.
  • Coordinates internal and external audits, preparing documentation for payroll reconciliations, PCards, and financial records.
  • Facilitates personnel transactions, including recruitment, new hire actions, position changes, and reclassifications.
  • Ensures accurate processing and timely recording of payroll data as the Department Time Administrator.
  • Maintains personnel, payroll, and financial transaction files in accordance with university policies and procedures.
  • Assists faculty and principal investigators with post-award grant activities, including budget execution, monitoring, and reconciliation, while providing guidance on complex federal and state regulations.
  • Supports research development and advancement activities for faculty and principal investigators.
  • Assists in planning, implementing, and facilitating events such as public humanities lectures, workshops, meetings, and conferences.
  • Coordinates logistics for event-related travel, scheduling, and participant activities.
  • Contributes to marketing, communications, and outreach efforts, including collateral for fundraising events and the institute's annual report.
  • Acts as a liaison with students, faculty, staff, guests, and external organizations to facilitate the institute's activities.
  • May provide guidance and oversight to student workers.
  • May represent the institute on various departmental and university committees.
  • Performs other duties as assigned to support the institute's mission and activities.
Fingerprint Check Requirement

This position is designated as safety/security sensitive and will require a fingerprint check. Employment is contingent upon successful completion of the fingerprint check.

Application Instructions

All applications must be submitted electronically. Please ensure your resume clearly demonstrates how your prior knowledge and experience align with the minimum and desired qualifications for this position.