Business Administrative Operations Specialist

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 Business Administrative Operations Specialist will support Business and Administrative functions of the ASU Art Museum. This position will coordinate and organize the business operations functions including procurement, budgets, travel, student staffing, payroll and other functions designated by the Director. This position is intended to cover a broad range of responsibilities across the unit working closely with the Museum's department leads and HIDA's finance team

Position Salary Range:

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

Essential Duties:

• Assist with procurement & payables related tasks including, supplier registration, execution of contracts, completing tax forms, processing requisitions, purchase orders, reimbursements, receipts, and invoicing in both ASU & ASU Foundation systems.

• Work with vendors and independent contractors including visiting artists, faculty & students to obtain proper documentation and approvals for payment/reimbursement.

• Responds to all inquiries regarding payment status.

• Maintain daily management of museum P-cards including Workday verifications and PaymentNet entries ensuring all transactions are properly allocated based on approved budget; Modifying spend category & funding source as needed, and adding proper worktags.

• Process deposits & transfers for ASU & ASU Foundation.

• Review request and authorize supplies, services, equipment purchases and other expenditures according to approved budget using the university's various financial systems(Workday, Sunrise, and P-card).

• Initiate and complete reconciliation of shop sales ensure accurate accounting and use of funds according to budget guidelines and assist with resolving discrepancies.

• Prepare and submit Accounting Journals to adjust/correct expenditure to conform to budget guidelines.

• Serve as a Department Time Administrator (DTA) ensuring accurate and timely recording of time for all staff/students.

• Performs all tasks associated with student recruitment, hires & onboarding

• Perform payroll reconciliations.

• Assist with travel requests and expense reports and serve as the first level of review/approval.

• Execute a variety of office administrative and/or secretarial support activities such as filing, scanning, preparing and distributing correspondence.

• May perform other duties, as assigned.

Desired Qualifications:

• Familiarity with ASU Art Museum business office procedures including retail ops.

• Knowledge and of ASU policies and guidelines regarding P-Cards/P-Card Management and Purchasing.

• Knowledge of basic project management.

• Experience using university systems; Workday, PaymentNet, PeopleSoft

• Experience with museum specific systems such as Vend (Lightspeed), Basecamp & internal budget tracking systems

• Demonstrated knowledge of student employees recruiting policies; recruitment certified preferred

• Experience in using google docs and Microsoft Office suite.

• Ability to maintain confidentiality and professionalism at all times.

Working Environment:

• Activities are performed in an environmentally controlled office setting subject to extended periods of sitting, keyboarding and manipulating a computer mouse.

• Frequently required to stand for varying lengths of time and walk moderate distances to perform work

• 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.

• Use office equipment including a 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, student workers seeking staff opportunities, and students applying for student worker positions must apply directly through the Workday Jobs Hub.

Please use the link below to log in using single sign-on.

https://www.myworkday.com/asu/d/inst/1$9925/9925$22331.htmld

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

• Cover letter

• Resume or CV

Multiple documents may be uploaded in the attachments section. Alternatively, applicants may combine all required materials into a single PDF for submission. Please ensure uploaded documents are clearly labeled and include your name.

Please ensure your resume includes all employment information in month and year format, for example 6/04 to 8/14, along with job title, job duties, and employer name for each position. Your resume should clearly demonstrate how your experience and background meet the minimum and desired qualifications for this position. Incomplete applications or missing required materials may not be considered.

Important: Do not withdraw your application to make edits. Once an application is withdrawn, it cannot be edited, reactivated, or replaced with a new submission. If you have questions or need assistance, please contact The Office of Human Resources Talent Acquisition before the posting close date.

Graduate Assistant, Intern and part-time positions are counted as half time for experience equivalency, meaning one year equals six months of experience.

Only electronic applications will be accepted for this position. By submitting an application, you confirm that the information provided is accurate and complete.

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.

Notice of Availability of the ASU Annual Security and Fire Safety Report:

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.

Relocation Assistance - For information about schools, housing child resources, neighborhoods, hospitals, community events, and taxes, visit https://cfo.asu.edu/az-resources.

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.