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Senior Operations Management Specialist

2 months ago

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

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

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

Work Environment
  • Work is conducted in a climate-controlled office environment, requiring extended periods of sitting, typing, and using a computer mouse.
  • Occasional standing and walking moderate distances to complete tasks.
  • May involve bending, reaching, lifting, pushing, and pulling items weighing up to 25 pounds.
  • Regularly requires 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 independently as well as part of a team.
  • Work is guided by general instructions on standard job responsibilities and specific directives for new tasks.
  • Judgment is exercised within established procedures and practices to determine appropriate actions.
  • Evening work may be required occasionally to support the institute's events.
  • Flexible work arrangements may be available after the completion of the training period, subject to leadership approval.
  • The institute encourages the professional development and growth of its staff, as resources allow.
Background Check Statement

Pre-employment screening, including a criminal background check, verification of work history, academic credentials, licenses, and certifications, is conducted for all positions. Employment is contingent upon successfully passing 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 related experience; or any equivalent combination of experience and/or education that demonstrates comparable knowledge, skills, and abilities.

Department Overview

The Humanities Institute (HI) fosters research and creative engagement to explore the essence of humanity in a dynamic world. The HI connects university and community partners to celebrate the achievements of the Humanities across various cultures and eras.

Desired Qualifications
  • Familiarity with university policies, procedures, and practices related to financial management, budgeting, procurement, and human resources.
  • Understanding of accounting and budgeting principles and practices.
  • Knowledge of federal and state regulations concerning financial management 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.
  • Familiarity with university enterprise systems.
  • Ability to thrive in an environment with rapidly changing priorities and tight deadlines.
  • Capability to present concise and meaningful management information to diverse audiences.
ASU Statement

Arizona State University represents a transformative model for American higher education, merging academic excellence with entrepreneurial spirit and broad accessibility. This New American University comprises 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, ASU embraces intellectual and cultural diversity, welcoming students from all fifty states and over one hundred countries worldwide.

ASU is a tobacco-free institution. For more information, please refer to the relevant resources.

Essential Duties
  • 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 across general operating, local, gift, and sponsored accounts.
  • Maintains and reconciles detailed spending plans and budgets for multiple accounts, including personnel services and internal funding opportunities.
  • Advises on expenditure compliance 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 in accordance with established financial and procurement policies.
  • Oversees the compliance and reconciliation of PCards in a timely manner.
  • Coordinates internal and external audits, preparing necessary documentation for payroll reconciliations, PCards, and financial records.
  • Facilitates personnel transactions, including recruitment, onboarding, position changes, and reclassifications.
  • Ensures accurate processing and timely recording of payroll data through Department Time Administrator activities.
  • 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.
  • Supports research development and advancement initiatives for faculty and principal investigators.
  • Facilitates the planning and execution of events, including public lectures, workshops, meetings, and conferences.
  • Manages event-related travel expenditures, logistics coordination, scheduling, and participant activities.
  • Contributes to marketing, communications, and outreach efforts, including collateral for fundraising initiatives and annual reports.
  • 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 Statement

This position is classified as safety/security sensitive and will require a fingerprint check. Employment is contingent upon successfully passing the fingerprint check.

Application Instructions

Applications must be submitted electronically. Please ensure all employment history is detailed in month/year format, including job title, responsibilities, and employer name for each position. Resumes should clearly demonstrate how prior knowledge and experience align with the minimum and desired qualifications for this role.