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Senior Business Operations Coordinator

2 months ago

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

Under the general oversight of the Director of the Humanities Institute or a designated department administrator, this role is responsible for planning, organizing, and coordinating the operational functions of the business in alignment with established objectives, priorities, and constraints. Key responsibilities encompass budgeting, accounting, procurement, payroll, staffing, and other functions as assigned by the Director or department administrator.

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

Work Environment
  • Work is conducted in a controlled office environment, involving extended periods of sitting, keyboarding, and using a computer mouse.
  • Standing for varying lengths of time and walking moderate distances is required.
  • 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 independently as well as in conjunction with colleagues.
  • Work is guided by general instructions on standard duties and specific directions for new assignments.
  • Judgment is exercised within defined procedures and practices to determine appropriate actions.
  • Evening work may be required to support the institute's events as necessary.
  • Flexible work arrangements may be available after the training period, subject to leadership approval.
  • The institute is committed to supporting 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 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 related experience; or an 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 with the essence of humanity in a dynamic world. HI connects university and partner communities to celebrate the significant contributions of the Humanities across cultures, time, and space.

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 laws governing accounting and budgeting.
  • Demonstrated effective communication, analytical, and interpersonal skills.
  • Experience in processing and reconciling financial and operational transactions.
  • Ability to prepare, analyze, and interpret administrative and financial reports.
  • Proficiency in Microsoft Office applications (e.g., Word, Excel, Outlook).
  • Experience with university enterprise systems (e.g., Workday, PeopleSoft, Analytics, Concur, Kenexa BrassRing, Enterprise Research Administration).
  • Capability to thrive in an environment with rapidly changing priorities and tight deadlines.
  • Skill in utilizing reporting formats and criteria to present clear and meaningful management information to diverse audiences.
ASU Statement

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 over one hundred nations worldwide.

ASU is a tobacco-free university.

Essential Duties
  • Develops budget proposals and recommendations, establishing a control system for managing expenditures in line with budget allocations.
  • Processes, monitors, and reconciles various account expenditures related to general operating, local, gift, and sponsored accounts.
  • Maintains and reconciles detailed spending plans and budgets for different accounts, including personnel services and internal funding opportunities.
  • Advises on budget compliance 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 use of PCards, ensuring compliance, verification, and timely reconciliation.
  • Coordinates internal and external audits, preparing necessary documentation for payroll reconciliations, PCards, and financial records.
  • Handles 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 federal and state regulations.
  • Supports research development and advancement initiatives for faculty and principal investigators.
  • Facilitates the planning and execution of events, such as public humanities lectures, workshops, meetings, and conferences.
  • Coordinates event-related travel expenditures, logistics, scheduling, and participant activities.
  • Contributes to marketing, communications, and outreach efforts, including collateral for Sun Devil Giving Day 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 supervise and provide direction 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 considered 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 that your resume clearly demonstrates how your experience meets the minimum and desired qualifications for this position.