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:

Thunderbird School of Global Management is seeking a dynamic and detail-oriented professional to join the Business Office team. In this role, you will play a key part in supporting the school's financial operations by performing a variety of technical and clerical accounting functions. This is a great opportunity for someone who is organized, eager to learn, and ready to contribute to a mission-driven, globally minded institution.

The successful candidate will be self-motivated, be an effective leader, have excellent customer service and communication skills, enjoy working in teams, have an ability to coordinate multiple tasks autonomously and someone who can exercise sound judgment in decision-making. This position will work closely with school leadership, staff and faculty.

Salary Range: $53,000 - $58,000; to commensurate with education and experience

Essential Duties:

Travel & Expense Services

• Support faculty and staff with travel-related processes, including assisting with obtaining new travel cards.

• Provide training and guidance on Concur, including expense report submission, required documentation, and timelines.

• Educate and advise on allowable and unallowable expenses in alignment with university policy.

• Review and process travel authorizations and expense reports to ensure accuracy and compliance.

• Serve as a departmental subject matter expert on ASU travel policies and procedures.

• Resolve travel-related issues and provide proactive support to ensure a smooth user experience.

Financial Operations, Invoicing, Payments & Reporting

• Review, process, and track invoices in alignment with contracts, funding sources, and university requirements.

• Prepare and distribute monthly accounts receivable reports to faculty and staff, ensuring transparency and timely follow-up on outstanding balances.

• Reconcile financial transactions and expense accounts; research and resolve discrepancies.

• Prepare journal entries and fund transfers requiring interpretation and application of financial policies and guidelines.

• Support vendor onboarding and supplier setup to ensure timely and accurate processing.

•  Process and coordinate consulting and speaker forms, in accordance with university guidelines.

• Coordinate with internal and external partners to facilitate contract execution and payment processing.

• Ensure accurate application of work tags and spend categories in alignment with reporting requirements and fund allowability to support compliance and reliable financial reporting.

• Generate recurring and ad hoc financial reports to support operational and strategic decision-making. 

Data Management & Operational Support

• Maintain accurate financial and operational data in systems such as Salesforce to support tracking and reporting.

• Assist in maintaining chart of accounts and internal business documentation to ensure data integrity.

• Collaborate with faculty, staff, and partners to resolve issues and improve processes.

• Identify opportunities to streamline workflows and enhance operational efficiency.

• Handle sensitive financial data with a high level of discretion and confidentiality.

• Represents the college/department and serves on various department and university committees.

• Interacts and maintains liaison with students, faculty, staff and outside/community agencies in facilitating program objectives.

• Performs additional duties or projects, as assigned

Desired Qualifications:

• Knowledge of accounting and budgeting practices and principles.

• Experience with accounting software Workday and CRM software Salesforce.

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

• Intermediate knowledge of Microsoft Office Suite applications: Word, Excel, and Outlook.

• Skill in both verbal and written communication.

• Ability to work effectively in an environment subject to tight deadlines and quickly changing priorities

• Skill in preparing and presenting detailed financial reports clearly to diverse audiences across the organization.

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 general review of objectives.

• 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. 

Department Statement:

The Thunderbird School of Global Management at Arizona State University is one of the finest global leadership and global management schools in the world with both graduate and undergraduate students. Solutions for the planet mean developing problem‐solvers from around the globe. From our world‐renowned faculty representing six continents to hundreds of outstanding students who join us every year from around the world, the Thunderbird School of Global Management welcomes diversity and encourages quality and great value. It is one of the top global leadership and global management schools in the country, highly ranked for academics, practical research, and student outcomes.

Driving Requirement:

Driving is not required for this position.

Location:

Off-Campus: Phoenix

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$20337.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.