Business Operations Specialist

Job Profile:

Administrative Operations Specialist 2

Job Family:

Administrative Operations

Time Type:

Full time

Max Pay - Depends on experience:

$58,000.00 USD Annual

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

Minimum Qualifications:

Bachelor's degree and three (3) years 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 to intermediate queries, applies fundamental knowledge of multiple standards, policies and procedures, and maintains accurate and detailed records.

Job Description:

The W. P. Carey School of Business is recruiting for a Business Operations Specialist within the Department of Marketing. This individual will be reporting to the Business Operations Manager Sr to assist with planning, organizing and coordinating the business operations functions in accordance with established goals, priorities, time limitations, or other specifications. These functions include basic procurement, accounting, payroll, travel, and other duties as assigned. This position is intended to cover a broad range of responsibilities in the Department of Marketing at the W. P. Carey School of Business.

The ideal candidate will be self-motivated, have a high attention to detail, possess exceptional organizational skills, and have the ability to work well in a fast-paced, deadline driven environment.

Days and Schedule: 8:00 am - 5:00 pm. Monday - Friday. This position is required to be on the Tempe campus. Flexible work options (hybrid work schedule) after 3 months of service with W. P. Carey School of Business, contingent on the needs of the Department of Marketing and Dean's Office approval.

Position Salary Range:

$51,500-$58,000; to commensurate with experience.

Essential Duties:

Financial Management & Account Reconciliation (45%)
Independently monitor and manage multiple funding sources, ensuring expenditures comply with university and ASU Foundation policies and guidelines.
• Perform detailed account reconciliations; analyze variances and resolve discrepancies in collaboration with the Business Operations Manager Senior when needed.
• Prepare complex journal entries and fund transfers requiring interpretation and application of financial policies and guidelines.
• Process and review supplier invoices, requisitions, and other financial transactions in Workday, maintaining full accountability for accuracy and compliance.
• Ensure adherence to university procurement policies, financial procedures, and audit standards.
• Advise faculty and staff on allowable expenditures and appropriate use of institutional funds.
• Independently prepare and submit procurement transactions in Workday in accordance with university purchasing regulations.
• Coordinate vendor onboarding and maintain accurate vendor records.
• Review purchasing requests for funding appropriateness and compliance with institutional policy.
• Maintain organized documentation to support audit readiness and internal financial reviews.

Travel & Reimbursement Administration (40%)
Independently manage a high volume of domestic and international travel arrangements and reimbursements for faculty, staff, and students using Concur, including coordination of group travel.
• Serve as a departmental subject matter expert on ASU travel policies and procedures.
• Resolve complex travel issues and ensure compliance with university travel regulations.
• Review and approve travel documentation for accuracy and policy adherence.
• Ensure appropriate use of institutional funds for travel-related expenses.
• Process and review reimbursement documentation for interviewees and independent contractors.
• Provide guidance to faculty, doctoral students, and staff regarding travel policies, allowable expenses, and required documentation.

Payroll & Human Resources Operations Support (10%)
Provide operational support for payroll and HR-related processes.
• Serve as departmental backup and functional resource for payroll processing and reconciliations.
• Independently process Personnel Action Requests (PAP submissions) and pay adjustments.
• Assist with Faculty Associate recruitment through Interfolio, ensuring compliance with university hiring procedures.
• Maintain confidentiality and exercise discretion when handling sensitive employee and payroll information.

Other Duties (5%)
• Perform other duties as assigned.

Desired Qualifications:

• Experience in using a financial system, and reporting system in a higher education environment (Workday, PeopleSoft and Interfolio preferred)

• Demonstrated knowledge of ASU Travel policies and procedures, specifically with Concur travel system

• Experience with Microsoft Office (Word, Excel, Access, Outlook) and Adobe Acrobat PDF

• Demonstrated knowledge of ASU policies and procedures regarding financial and purchasing policies and processes

• Experience working in a fast-paced environment with competing deadlines

• Experience in dealing with confidential and sensitive information

• Demonstrated knowledge of standard office and administrative practices

• Ability to perform detailed work in an open and shared work space

• Evidence of effective communication skills

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.

Department Statement:

The W. P. Carey School of Business at Arizona State University is the largest business school in the United States with more than 23,000 students and 120,000+ alumni worldwide. From our world-renowned faculty representing six continents to thousands of outstanding students who join us every year, the W. P. Carey School welcomes Inclusive Excellence and encourages global thinking. The W. P. Carey School is internationally recognized for its leadership in business education, groundbreaking research and innovation, and renowned faculty, making us one of the top-ranked business schools in the country.

W. P. Carey prides itself on being a place "where business is personal." Business is personal means that kindness, courtesy, and respect lead our actions. We care for each other and support one another. We're proud of that commitment, and look forward to it shaping your experience at W. P. Carey. Learn more at wpcarey.asu.edu.

All we do at ASU is guided and inspired by the University Charter, which reads:

ASU is a comprehensive public research university, measured not by whom it excludes, but by whom it includes and how they succeed; advancing research and discovery of public value; and assuming fundamental responsibility for the economic, social, cultural and overall health of the communities it serves.

The W. P. Carey School of Business continually strives to foster a welcoming and inclusive environment.

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$19706.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 HR Talent Acquisition before the posting close date to request edits.

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.