Administrative Operations Specialist 1

Job Profile:

Administrative Operations Specialist 1

Job Family:

Administrative Operations

Time Type:

Full time

Max Pay - Depends on experience:

$50,000.00 USD Annual

Apply before 11:59 PM Arizona time the day before the posted End Date.

Minimum Qualifications:

Associate's degree and one (1) year 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 Profile Summary:
Supports and instructs those served by the department with routine queries, applies fundamental knowledge of multiple standards, policies and procedures, and maintains accurate and detailed records.

Job Description:

The Design School in the Herberger Institute for Design and Arts seeks a highly motivated, outgoing, dynamic Administrative Operations Specialist to join our business services team. Under direction of the Business Operations Manager, the successful candidate will play a key role in planning, organizing and coordinating the business and human resource operations functions in accordance with established goals, priorities, time limitations, funding limitations or other specifications.

This position will perform work of considerable responsibility in administering business operations, and personnel transaction request actions in a complex academic unit. The successful candidate will be a problem solver, skilled in developing and maintaining effective working relationships in a diverse population, experienced in handling confidential and sensitive information and excellent communication skills.

Posted Salary Range:

$48,600 - $50,000; depending on experience within posted range

Essential Duties:

• Assists in preparation of budget proposals and recommendations; controls expenditures in accordance with budget allocations; recommends equipment and resources for function/program.

• Monitors and maintains a variety of revenues and expenditures in accordance with budget allocations

• Processes business-related reimbursements, purchases, travel, gift cards, services and equipment using the University's various financial systems (Workday, SunRISE) and the Purchasing Card (PCard), in accordance with established procurement and financial policies.

• Organizes and/or prepares departmental administrative and financial reports; analyzes, summarizes and interprets information; recommends or implements action to be taken.

• Coordinates internal audits and responds to external audit requests

• Processes ASU Foundation account transactions, including generating Foundation Workday documents within policy and preparing information reports as requested by AS Foundation

• Manages account and PCard reconciliations and reconciles detailed budgets monthly for various accounts using Workday reports

• Oversees a variety of account expenditures, looks up various accounts, advises and/or determines which expenditures are within guidelines, informs management of irregularities and corrective action.

• Works independently and exercises professional judgment to serve as a knowledgeable and helpful resource in respect to ASU fiscal/HR policies and procedures and to ensure accurate output and processing in all assigned areas.

• Assists with special projects, requiring problem solving, research and recommendation of next steps.

• Assists with Administrative / Student and Faculty Associates Talent Acquisitions

• Coordinates the year-round recruitment efforts of all student worker positions, which includes posting the positions, communicating with applicants, screening/providing application materials, scheduling interviews, preparing job offer letters.

• Coordinates with HIDA HR on faculty associate recruitment and process the year-round faculty associate offer letters from templates provided from HIDA HR for returning faculty associates and personnel transaction requests , within the department, and creates and maintains personnel files consistent with University policies and practices.

• Manages high volume of student workers, returning faculty associates and teaching/research assistants/associates (TA/RA), etc., which includes preparing and processing various personnel transaction requests, offer letter generation from templates provided by HIDA HR; FTE change; position accounting modification; payroll redistributions; terminations, etc.

• Coordinates various tasks for the new employee onboarding process, including technology, key requests, office preparation and various equipment.

Desired Qualifications:

• Experience working in Higher Education

• Evidence of effective customer service and communication skills.

• Demonstrated knowledge of basic principles, practices and methods of accounting, budgeting and inventory management.

• Experience using an internal Financial Management System for Accounts Payable and Human Resources management system

• Experience managing a departmental purchasing card and assisting in the operation of a fiscally sound environment.

• Experience successfully working in a fast-paced, deadline driven environment.

• Experience with Microsoft Office (Word, Excel, Outlook), Adobe Sign, Adobe Pro, Canvas, Google Suite, Dropbox, etc.

• Experience in coordinating activities and establishing priorities for self and others

Working Environment:

• Activities are performed in an environmentally controlled office setting subject to extended periods of sitting, keyboarding and manipulating a computer mouse (75%); frequently required to stand for varying lengths of time and walk moderate distances to perform work (25).

• Regular activities require ability to quickly change priorities which may include and/or are subject to resolution of conflicts.

• Ability to clearly communicate to perform essential functions.

• Calculator, telephone, computer (monitor, keyboard and mouse), printer, fax and copier.

• This position receives regular review of objectives.

Department Statement:

The Herberger Institute comprises six schools: ASU FIDM; the School of Art; The Design School; The Sidney Poitier New American Film School; The GAME School; and the School of Music, Dance and Theatre; as well as the ASU Art Museum and the ASU FIDM Museum. With programs ranked top 20 and more than 135 degree and certificate options in art, architecture, dance, design, fashion, film, gaming, media arts and sciences, music, and more, plus expert faculty, state-of-the-art immersive media facilities, notable performing arts venues, and national and international partnerships, the Herberger Institute is a powerhouse of art, culture and design and a model of inclusive excellence.

In a rapidly changing world, design and the arts aren't luxuries—they're essential. At the Herberger Institute, we harness the transformative power of creativity to solve real-world challenges and shape a more compassionate, connected future.

Our students work across disciplines—combining science, engineering, design, storytelling and the arts—to create solutions that benefit people and the planet. We're expanding access, removing barriers and providing the resources students need to thrive, because the talent to shape the future is already here.

Together, we're designing not just new careers, but new systems of care, connection and possibility.

https://herbergerinstitute.asu.edu/
 

Why work at ASU - https://cfo.asu.edu/why-work-asu: Total compensation at ASU is defined as more than the salary paid for the valuable work performed to support the success of our ASU students. It includes:

• Salary and wages paid

• Comprehensive package of affordable benefit plans and programs

• Access to world-class educational opportunities at deeply discounted rates

• ASU's total compensation estimator shows the approximate value of your overall compensation 

ASU is a diverse enterprise with a wide variety of work and learning modes, locations and a commitment to sustainability, innovation and employee work-life balance. We are determined to maintain our position as an employer of choice in a competitive labor market.

Flexible work options 

• Alternative work schedules can include four, 10-hour workdays in a workweek; a nine-day, 80-hour schedule over two workweeks for exempt employees only; and staggered start and stop times.

• Hybrid work is an arrangement where employees spend a minimum of 60% of their regular workweek at their primary ASU work location. Dean or vice president-level approval is required.

Driving Requirement:

Driving is not required for this position.

Location:

Campus: Tempe

Funding:

No Federal Funding

Instructions to Apply:

Current Employees and Students should apply directly within Workdayusing the Jobs Hub. Use this link and log in using SSO:

https://www.myworkday.com/asu/d/inst/1$9925/9925$16683.htmld

To be considered, your application must include all of the following attachments:

• Cover letter
• Resume/CV

Note: Multiple documents can be submitted into the attachment box. Alternatively, merge all documents into one PDF for submission.

Please include all employment information in month/year format (e.g., 6/88 to 8/94), job title, job duties and name of employer for each position. Resume should clearly illustrate how prior knowledge and experience meets the Minimum and Desired qualifications of this position. NOTE: GA and Intern positions are counted as .5 for job experience (ie. 1 year equals 6 months experience equivalency). Only electronic applications are accepted for this position.

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ASU Statement:

Arizona State University is a new model for American higher education, an unprecedented combination of academic excellence, entrepreneurial energy and broad access. This New American University is a single, unified institution comprising four differentiated campuses positively impacting the economic, social, cultural and environmental health of the communities it serves. Its research is inspired by real world application blurring the boundaries that traditionally separate academic disciplines. ASU serves more than 100,000 students in metropolitan Phoenix, Arizona, the nation's fifth largest city. ASU champions inclusive excellence, and welcomes students from all fifty states and more than one hundred nations across the globe.

ASU is a tobacco-free university. For details visit https://wellness.asu.edu/explore-wellness/body/alcohol-and-drugs/tobacco

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, protected veteran status, or any other basis protected by law.

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In compliance with federal law, ASU prepares an annual report on campus security and fire safety programs and resources. ASU's Annual Security and Fire Safety Report is available online at https://www.asu.edu/police/PDFs/ASU-Clery-Report.pdf. You may request a hard copy of the report by contacting the ASU Police Department at 480-965-3456.

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Employment Verification Statement:

ASU conducts pre-employment screening which may include verification of work history, academic credentials, licenses, and certifications.

Background Check Statement:

ASU conducts pre-employment screening for all positions which includes a criminal background check, verification of work history, academic credentials, licenses, and certifications. Employment is contingent upon successful passing of the background check.

Fingerprint Check Statement:

This position is considered safety/security sensitive and will include a fingerprint check. Employment is contingent upon successful passing of the fingerprint check.