Business Operations Specialist, Senior

Job Profile:

Administrative Operations Specialist 3

Job Family:

Administrative Operations

Time Type:

Full time

Max Pay - Depends on experience:

$65,000.00 USD Annual

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

Minimum Qualifications:

Bachelor's degree and five (5) 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 complex queries, applies specialized knowledge of multiple standards, policies and procedures, and maintains accurate and detailed records.

Job Description:

Under the direction of the Assistant Director of Operations, the School of Molecular Sciences is seeking a Business Operations Specialist, Sr. to support financial and operational activities of the school. This role will provide high-level support to faculty and staff and assist in managing financial operations in compliance with university policies and procedures.

The position will play a key role in strengthening financial oversight and establishing the infrastructure necessary to support continuous process improvements. It will support programmatic and operational financial activities while ensuring consistent coordination with faculty and administrative partners. Responsibilities include financial management, operational support, process improvement, and training functions to meet the evolving business needs of the unit.

Position Salary Range:

$60,000-$65,000; DOE
 

Essential Duties:

• Oversee program accounts, ensuring appropriate financial management, monitoring, and compliance with university policies and procedures

• Oversee SMS Recharge Center operations, including rate development and renewals, ensuring appropriate financial oversight, compliance with university policies, and accurate cost recovery practices

• Manage contracts and maintenance agreements, ensuring financial accuracy, proper allocation of expenses, and timely processing

• Meet regularly with Principal Investigators (PIs) to review financial activity, analyze account balances, and provide strategic guidance on financial planning and expenditure management

• Collaborate with SMS Research Advancement to support areas where program and research funding intersect, including coordination of cost share tracking for effort and equipment, costing allocation updates, and facilitation of expense transfers for over-expended grant accounts

• Monitor student wage expenditures, ensuring alignment with budget constraints and funding availability

• Provide training to new employees on Webtools and Workday purchasing processes, ensuring adherence to university financial policies and procedures

• Conduct training for business staff on updated financial processes and support the implementation of new procedures and operational workflows

• Perform internal account audits to ensure financial accuracy, compliance, and adherence to university policies and internal controls

• Identify and implement process improvements and operational efficiencies to enhance financial management and service delivery

• Assist with fiscal year-end activities, ensuring timely reconciliation, accurate reporting, and compliance with closing requirements

• Support faculty, staff, and students by providing guidance on financial policies, procedures, and best practices

• Assist with audit requests and provide supporting documentation as needed

• Other duties as assigned.
   

Desired Qualifications:

• Experience with Workday financials and purchasing processes

• Experience with account reconciliation, budgeting, and financial reporting

• Experience supporting faculty and research-related financial activity

• Experience with Recharge Center management and rate development

• Experience with financial compliance and internal controls

• Experience training staff on financial systems and processes

• Demonstrated ability to manage multiple priorities in a complex academic environment

• Evidence of effective communication, both verbal and written.
   

Working Environment:

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

• Frequent bending, reaching, lifting, pushing and pulling up to 25 pounds

Department Statement:

SMS Information:

We have recently become the School of Molecular Sciences (SMS), formerly the Department of Chemistry and Biochemistry.  We are a major participant in the instructional and research activities of Arizona State University. An extensive staff team supports 49 tenure/tenure-track faculty, approximately 1,413 undergraduate majors and 128 graduate students studying in one of five graduate degree programs (MS and PhD programs in Chemistry, Biochemistry, and Medicinal Biochemistry). More complete school and program information can be found at https://sms.asu.edu/about.asp

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$20389.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.