Arizona State University

Compensation

Full Description

Job Profile: Administrative Operations Specialist 3 Job Family: Administrative Operations Time Type: Full time Max Pay – Depends on experience: $75,000.00 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 Description: Salary Range: $65,000-$75,000 per year; DOE The Executive Administration (EA) Business Office supports executive-level units in a fast-paced, high-volume environment that values accuracy, compliance, collaboration, and exemplary customer service. The Business Operations Manager (BOM) serves as the primary business office liaison for assigned executive units, coordinating fiscal, procurement, travel, and payroll transactions. The BOM gathers and analyzes information from supported units to process actions accurately and efficiently within established systems and policies. This position requires strong attention to detail, sound professional judgment, and discretion to determine when to resolve matters independently and when to escalate or update the Assistant Director regarding unusual or complex issues. The BOM ensures that all business operations are conducted with integrity, accuracy, and a commitment to continuous improvement and service excellence. Essential Duties: Unit Liaison & Operational Coordination Serve as the primary point of contact for assigned executive-level units, providing guidance on fiscal, procurement, travel, and payroll procedures. Gather, review, and process requests to ensure documentation is accurate, complete, and compliant with institutional and funding requirements. Build collaborative relationships with unit leaders and staff to understand business needs and anticipate operational challenges. Coordinate across internal departments (HR, Financial Services, Purchasing, Travel, etc.) to ensure smooth transaction flow and issue resolution. Communicate procedural updates, policy interpretations, and best practices to supported units. Support HR- and payroll-related transactions by verifying data accuracy, confirming approvals, and ensuring timely processing. Identify opportunities to improve workflow efficiency and operational consistency, and make recommendations for enhancements. Fiscal & Transactional Responsibilities Initiate, review, and process a high volume of financial transactions in accordance with university policy and funding guidelines. Manage purchasing card (P-Card) transactions, reimbursements, journal entries, expense transfers, and requisitions, ensuring compliance and appropriate documentation. Coordinate complex travel arrangements and reimbursements through systems such as Concur, providing guidance on policy and troubleshooting issues. Prepare and reconcile budgets and accounts for assigned units; review financial reports to identify irregularities or trends and propose corrective actions. Maintain detailed and accurate records of expenditures and supporting documentation to ensure audit readiness. Support contract and procurement document development (statements of work, MOUs, service agreements, etc.) in collaboration with internal partners. Apply a continuous improvement mindset to transaction processing and internal control practices, identifying efficiencies while maintaining compliance and service excellence. Judgment, Escalation & Communication Exercise sound professional judgment to independently resolve routine matters and determine when to escalate issues. Identify and communicate unusual, complex, or high-risk items to the Assistant Director in a timely and informed manner. Use discretion in handling confidential or sensitive information and maintain professional communication with all stakeholders. Provide proactive updates to unit leadership and the Assistant Director regarding significant operational developments or emerging concerns. Demonstrate initiative in identifying potential process improvements, compliance risks, or resource needs and recommending solutions. Communicate clearly, courteously, and effectively in all interactions to support a culture of accuracy, accountability, and service excellence. Desired Qualifications: Experience providing operational and transactional support in a high-volume, customer-focused environment. Proficiency with Workday, Concur, PaymentNet, and PeopleSoft or comparable enterprise systems. Strong understanding of budgeting, accounting, procurement, travel, and payroll policies and practices. Demonstrated ability to interpret and apply policies, maintain compliance, and communicate effectively with diverse stakeholders. Evidence of judgment, accuracy, and initiative in problem-solving and decision-making. Commitment to service excellence, process improvement, and professional integrity. Working Environment: Activities are performed in an environmentally controlled office setting, subject to extended periods of sitting, keyboarding, and manipulating a computer mouse. Regular activities require ability to quickly change priorities which may include and/or be subject to resolution of conflicts. Ability to clearly communicate to perform essential functions. Use critical thinking to make decisions and/or analyze and report data/results. Infrequent bending, reaching, lifting, pushing, and pulling up to 25 pounds. Regular use of standard office equipment including computer workstation/laptop, printer, fax, calculator, copier, telephone, and associated peripherals. Department Statement: The Executive Administration team focuses on Business Operations, providing essential support to our units while ensuring efficiency and accountability in all business processes. We are dedicated to delivering high-quality service, optimizing resources, and fostering collaboration to advance ASU’s strategic goals. By prioritizing integrity, innovation, and continuous improvement, we drive operational success and contribute to ASU’s mission of excellence and community impact. 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 Workday using the Jobs Hub. Use this link and log in using SSO: 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. Need help finding the right job? We can recommend jobs specifically for you! Create a custom Job Alert by selecting criteria that suit your career interests. 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. Current ASU employees and Contingent Workers should log into Workday to search for and apply to jobs using the Jobs Hub. Submitting your application using this portal may result in longer recruitment times. If you are not a current ASU employee, please create an external candidate account using a personal (non-ASU) email address and continue your application through this site. For step-by-step instructions, refer to the ASU Application Guide for External Candidates If you are a student (worker and non-worker) interested in applying for student jobs, please log into Workday to search for and apply to jobs using the Jobs Hub and click on Find Student Jobs in the lefthand menu. If you are a student (non-worker) interested in applying for staff jobs, please create an external candidate account using a personal (non-ASU) email address and continue applying through this site. About Arizona State University Recognized by U.S. News & World Report as the country’s most innovative school, Arizona State University is where students and faculty work with NASA to develop, advance and lead innovations in space exploration.