Edtech.com's Summary

Arizona State University is hiring a Specialist: Academic & Operations. This role involves coordinating travel and expense processes, managing academic personnel actions, supporting faculty recruitment, and ensuring compliance in procurement, contracts, and immigration to facilitate smooth operations at Barrett, The Honors College.

Highlights

Coordinate faculty and staff travel requests and reconcile expense reports using Concur.
Manage procurement workflows, contracts, purchase orders, and vendor invoices via Workday.
Support faculty recruitment by managing search logistics and ensuring policy compliance.
Prepare and track academic personnel documents such as Notices of Appointment, renewals, and promotions.
Facilitate visa and permanent residency processes in collaboration with the International Students and Scholars Center (ISSC).
Develop and update internal resources including process guides and intranet content.
Proficiency required in Concur, Workday, and Interfolio systems.
Minimum qualifications include a Bachelor's degree and three years of relevant experience or equivalent.
Strong knowledge of faculty appointment, promotion, procurement procedures, and travel reimbursement policies.
Annual salary range is $51,500 to $56,000, depending on experience.

Specialist: Academic & Operations Full Description

Job Profile:Administrative Operations Specialist 2

Job Family:Administrative Operations

Time Type:Full time

Max Pay - Depends on experience:$56,000.00 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:

Barrett, The Honors College is seeking a detail-oriented, service-driven Specialist: Academic & Operations to play a vital role in supporting our faculty and staff. If you thrive in a fast-paced academic environment, enjoy working behind the scenes to keep complex processes running smoothly, and take pride in precision and collaboration, this is an opportunity to make a meaningful difference.

In this role, you will serve as a trusted partner—coordinating travel and expenses, managing academic personnel processes, supporting faculty recruitment, and ensuring compliance across procurement, contracts, and immigration-related activities. Your work will directly support the success of our faculty and the overall operations of one of the nation's leading honors colleges.

Essential Duties:

What You Will Do:

Travel & Expense Coordination·

Act as a Concur delegate to coordinate faculty and staff travel requests and accurately reconcile expense reports.
Review travel and reimbursement documentation to ensure full compliance with university, funding, and policy requirements.
Advise faculty and staff on travel guidelines, reimbursement processes, and best practices to support timely and accurate submissions.
Track travel-related expenditures, identify and resolve discrepancies, and troubleshoot system or policy-related issues.

Procurement & Contract Management

Process requisitions and oversee complex procurement workflows using Workday.
Monitor contracts, purchase orders, and vendor invoices to ensure accuracy, compliance, and timely completion.
Maintain detailed and accurate financial records for purchases, contracts, and reimbursements.
Provide guidance to faculty and staff on procurement and purchasing procedures to promote consistency and policy adherence.

Faculty Recruitment & Search Coordination

Manage logistical and administrative aspects of faculty searches, including posting positions, organizing candidate materials, and maintaining required documentation.
Support search committees by coordinating schedules, communications, and interview logistics.
Ensure all recruitment activities align with university policies, procedures, and best practices.

Academic Personnel Administration

Prepare, process, and track Notices of Appointment (NOAs), renewals, and promotion materials.
Maintain comprehensive records related to faculty appointments and governance to ensure deadlines and compliance standards are met.
Support faculty governance activities, including bylaw maintenance and required disclosures.
Collaborate with the Provost's Office and academic leadership to efficiently facilitate personnel actions.

Faculty Visa & Immigration Support

Work in partnership with the International Students and Scholars Center (ISSC) to coordinate faculty visa and permanent residency processes, including H-1B and permanent residence cases.
Collect, review, and submit required immigration documentation accurately and within established timelines.
Serve as a primary point of contact for faculty regarding immigration-related processes and inquiries.

Process Documentation & Training

Develop, maintain, and update internal resources, including intranet content and process guides related to travel, faculty personnel, and operational procedures.

What Makes You a Great Fit

You bring a strong commitment to customer service, exceptional attention to detail, and sound judgment when handling confidential and sensitive information. You are comfortable navigating complex systems, balancing multiple priorities, and collaborating with stakeholders across the university.

Desired Qualifications:

Experience working in higher education.
Proficiency in university systems such as Concur, Workday, and Interfolio.
Demonstrated knowledge of faculty appointment and promotion processes.
Familiarity with visa and immigration procedures for academic personnel.
Strong written and verbal communication skills.
Evidence of a Bachelor's degree.
Demonstrated experience with procurement systems and university purchasing policies.
Demonstrated experience with processing travel claims and reimbursements
Strong organizational and time-management skills with attention to detail and follow-through.
Ability to maintain professionalism and composure when handling confidential or sensitive matters.

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 change priorities quickly.
Ability to clearly communicate verbally, read, write, see, and hear to perform essential functions.
Regular use of standard office equipment, including, but not limited to: computer workstation/laptop (keyboard, monitor, mouse), printer, fax, calculator, copier, telephone, and associated computer/technology peripherals.

Position Salary Range: $51,500 - $56,000 per year/ DOE

Department Statement:

Barrett, The Honors College: Established in 1988, Barrett, The Honors College at Arizona State University is a selective four-year

is among the top 10 "Best Buy" public schools in the United States. Specifically, the guide spotlights the "ambitious honors residential college offering innovative honors courses, study abroad, research opportunities, and merit scholarships to high-achieving and highly-engaged undergraduates at all four ASU campuses. Barrett has more than 7,000 students at the Tempe, Downtown, Polytechnic and West campuses of ASU. Barrett students benefit from the vast resources and numerous opportunities at ASU, one of the nation's largest and most innovative universities, located in the fifth-largest metropolitan area in the United States.

Barrett Honors College has received many accolades, including being called "the gold standard" among honors college in the nation by the New York Times and "Best Honors College" in the United States by Reader's Digest. USA Today named ASU one of the 100 Best Value Colleges and cited Barrett as "outstanding." The 2021 Fiske Guide to Colleges cites Barrett Honors College as one reason why Arizona State University projects" at Barrett Honors College. For more information, please visit our website at: http://barretthonors.asu.edu/home/

Employees of Barrett have the opportunity to help further the mission of serving high achieving students. We have a spirit of going above and beyond. If you are looking for a position that is student centric along with a desire to make a difference, we would encourage you to join our team.

ASU offers a total compensation package that includes valuable employee benefits, healthcare, retirement, tuition reduction program (eligible ASU Employee, their dependents and spouse), financial security, discounts, family resources and more. Explore ASU's benefits options and degree program offerings.

Estimate the value of your total compensation: https://cfo.asu.edu/compensation-estimator.

The ASU Community has demonstrated it can adapt and respond quickly to change — even during a pandemic — from different learning modes to remote work to ensure students and university employees can thrive. Though we may deliver support services virtually, in-person or both, we consider the primary worksite an ASU campus or location and we prioritize in-person presence in our community to fulfill our charter. We also understand flexible work arrangements can offer benefits for employers and employees such as retention, sustainability and work-life balance. Where ASU policy and the nature of the work permits, we support opportunities for remote work, flex time, or similar arrangements.

Applicant must be eligible to work in the United States; ASU/Barrett, The Honors College will not be a sponsor for this position. For additional information please see:
https://www.uscis.gov/i-9

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$16943.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