Portfolio Operations Analyst

Job Profile:

Administrative Operations Specialist 2

Job Family:

Administrative Operations

Time Type:

Full time

Max Pay - Depends on experience:

$62,000.00 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:

Arizona State University (ASU), ranked the nation's #1 university for innovation, is advancing a new model for education through its Learning Enterprise, which serves to expand access opportunities for learners at every stage of life.

As a Portfolio Operations Analyst within Learning Enterprise, you will play a critical role in building and scaling the operational systems that power learner success across a global portfolio serving more than 1 million learners. This role sits at the center of program delivery, enabling seamless, end-to-end experiences for learners from enrollment to credential completion.

You will work across Business Operations, Finance, Partnerships, Marketing, and program teams to design, coordinate, and continuously improve the workflows that support agreements, credentialing, invoicing, and program execution under the general direction of the Associate Director of Portfolio Operations, Career and Professional Learning. This role is ideal for someone who thrives in complexity and is motivated by creating clarity, structure, and scalable systems that enable growth.

Learning Enterprise is experiencing rapid expansion, with ambitious plans to significantly increase its global reach over the next 5 to 7 years. As part of this growth, the Program Operations Analyst will help establish the operational foundation that allows programs to scale efficiently while maintaining a high-quality, learner-centered experience.

This is an opportunity to contribute to a mission-driven organization reimagining the role of higher education. Your work directly supports increased access, economic mobility, and lifelong learning.

This role is based at ASU's Tempe campus. A fingerprint background check is a mandatory step in the hiring process. 

Position Salary Range:

• $58,000-$62,000 per year, DOE
   

Essential Duties:

In the first year, the Portfolio Operations Analyst will support the organization with key operational processes by designing and executing on core operational workflows, creating and maintaining systems of record, and improving visibility into core recurring operational cycles, such as invoicing to external partners, contracts and other legal agreements, and credentialing (process to issue credentials to learners).

Success in this role will be demonstrated through increased accuracy in operational processes, improved documentation and tracking, and reliable coordination across teams. This role will help create a more organized and scalable operational environment that enables program growth and team efficiency - critical aspects of LE's growth trajectory in the coming years!

Program Administration and Credentialing

• Manage the creation of digital credentials and badges, ensuring learners are recognized for their achievements in a timely and meaningful way.

• Coordinate and execute core operational workflows that support learner programs, ensuring accuracy, timeliness, and a seamless end-to-end experience

• Support administration of access-focused programs (e.g., WIOA, external funding pathways), contributing to expanded learner access and participation

• Coordinate program change workflows, ensuring updates are implemented efficiently and communicated clearly across teams

• Implement processes related to external funding programs such as Sallie Mae and similar providers.

Program Operations and Process Improvement

• Assist with the execution of operational processes with a focus on accuracy, organization, and timeliness. With responsibilities such as maintaining procedural documentation, creating workflow guides, and managing timelines for recurring program activities.

• Identify process gaps and implement solutions that increase efficiency, reduce friction, and support program growth

• Maintain and optimize tracking systems (e.g., Airtable, Salesforce, HubSpot) to support reporting, visibility, and decision-making

• Maintain tracking tools and systems that support reporting and day-to-day coordination.

• Leverage AI and emerging tools to enhance operational efficiency and generate insights

Agreements and Partnership Operations

• Guide agreement coordination, including management of agreement templates and resources, documentation, tracking, and internal routing.

• Coordinate agreement workflows from initiation through execution, ensuring alignment with institutional policies and timely approvals.

• Maintain centralized agreement repositories and tracking systems to ensure visibility into timelines, deliverables, and compliance.

• Support partnership teams by enabling efficient operational processes that strengthen partner experience and scalability.
   

Invoicing and Financial Operations

• Support recurring invoicing cycles, including data validation, reconciliation, and tracking of outstanding balances.

• Coordinate invoicing requests outside standard cycles and maintain accurate financial records across systems.

• Maintain accurate invoicing records and documentation utilizing systems such as Airtable, HubSpot, Stripe, and Salesforce for tracking systems to advance compliance and reporting.

• Contribute to documentation and process improvements that strengthen financial operations and reporting accuracy

Other duties as assigned.

Desired Qualifications:

• You bring experience in program operations, project coordination, or administrative processes in a fast-paced, high-growth, lean-team, and/or complex organization

• You are exceptionally organized and an adept multitasker, with demonstrated attention to detail 

• You learn new technology systems quickly and bring experience working with data tracking tools or workflow systems (e.g., Airtable , Salesforce, Hubspot, etc).
  You are a strong communicator (both written and verbal) and are an empathetic, flexible, and humble colleague 

• You have exceptional judgment skills and an eye for improving processes and supporting operational efficiency 

• Bachelor's degree in Business Administration, Public Administration, Project Management, or a related field AND three (3) years of experience in program coordination, operations, or project administration
   

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.

• Regular activities require the ability to quickly change priorities, which may include and/or are subject to the resolution of conflicts.

• May be required to perform tasks in the field within and/or across University campuses. 

• Ability to clearly communicate to perform essential functions.

Department Statement:

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$21916.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.