Edtech.com's Summary

Arizona State University is hiring a Business Operations Specialist. The role involves independently coordinating and executing business office functions such as human resources, purchasing, payroll, budgeting, and general administration to support academic professionals, staff, and student workers within an international education department. The specialist ensures smooth departmental operations while fostering an inclusive and collaborative work environment.

Highlights

Manage accounts payable, purchasing, software security requests, and purchasing card expenses including approvals and reconciliation.
Handle student fee loading and tracking in Salesforce, and upload students' health insurance for each session.
Process accounts receivable tasks including checks, wires, and invoicing, and maintain office space, supplies, equipment, and inventory.
Manage building access via ISAAC system and oversee travel processing using the Concur travel system.
Coordinate vendor, independent contractor, and speaker contracts; oversee department shipping and employee reimbursements.
Support recruitment, hiring, and onboarding for students, staff, and academic professionals; review timesheets and track employee trainings.
Perform payroll reconciliation, process payroll transactions, and manage Federal Work Study processing.
Proficient with Dropbox, Google Drive, Adobe, Outlook, Excel, Salesforce (or similar CRM), and ASU financial systems including Workday and Concur.
Requires a Bachelor's degree with three years relevant experience or equivalent combination of education and experience.
Work environment involves office setting with flexibility in work arrangements; driving is not required.

Business Operations Specialist Full Description

Job Profile:Administrative Operations Specialist 2

Job Family:Administrative Operations

Time Type:Full time

Max Pay - Depends on experience:$54,000.00 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:

Description:

Under the direction of the Global Launch Business Operations Manager, the Business Operations Specialist plays a critical role in ensuring the smooth and efficient functioning of business and administrative processes across the department. This role requires a high degree of autonomy, initiative, and operational insight. The incumbent will coordinate and execute business office functions related to human resources, purchasing, payroll, budgeting, and general administration. The position supports academic professionals, staff, and student workers, and helps foster an inclusive, effective, and collaborative work environment within a diverse international education setting.

Position Salary Range:

$51,500 - $54,000

Essential Duties:

Duties fall into 2 main categories of work:

Business Office/Operations:

Accounts payable, purchasing & software security requests
Management of the center's purchasing card expenses, approvals, allocations, and reconciliation.
Loading student fees & tracking in Salesforce
Upload students' health insurance for each session (Fall, Spring, Summer)
Accounts receivable - checks/wires, invoicing
Maintain & manage office space, supplies, equipment & inventory
Account reconciliation
Manage building ISAAC access
Travel processing in the Concur travel system, including trip request submissions and approvals, expense report review and approvals, and travel expense tracking
Coordinates, reviews and manages new vendors, independent contractors and speaker contracts.
Oversee Department Shipping
Employee Reimbursements

Human Resources:

Recruitment, hiring, onboarding students, staff, academic professionals
Review timesheets (timekeeper role)
Track employee trainings
Payroll reconciliation and other HR tasks as needed
Process Federal Work Study
Processing payroll transactions

Desired Qualifications:

Experience in Business Operations or financial services in higher ed
Experience with Dropbox, Google Drive, Adobe, Outlook, and Excel
Demonstrated knowledge of ASU financial and administrative systems: ASU and Foundation Workday, Workday HCM, Analytics, Concur Travel system, ability to adapt to new technology
Experience with purchasing cards; processing and monitoring expenditures and audit procedures.
Experience with recruitment, hiring, onboarding student workers and ASU hiring procedures
Experience with Salesforce (or similar CRM)
Evidence of strong written and verbal communication skills
Evidence of high-quality work that requires attention to detail
Demonstrated knowledge of basic principles, practices and methods of accounting, budgeting, and inventory management
Knowledge of HR policies for student employees, University Staff, and Academic Professionals
Familiarity with ISAAC - Integrated System for ASU Access Control

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
Flexible work arrangement options are available based on job duties and department approval

Department Statement:

As leaders in English language training and international education, Global Launch provides an environment where your contributions make a direct impact on our students, partners and stakeholders. Join us in inspiring international students, educators, and leaders to change their lives and the world as we provide academic preparation, language training and professional skills development. Global Launch is filled with people who contribute to and achieve our goals, are ambitious and innovative and continually seek to serve each other and our learners. If you wish to work in a globally-minded department where you will be valued for the skills you bring and be challenged to apply your abilities in new ways, consider joining our team!

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$16814.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.

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.

Original Job Description