Business Operations Specialist

Arizona State University•Tempe, AZ

2d•Onsite

About The Position

The W. P. Carey School of Business is recruiting for a Business Operations Specialist within the Department of Marketing. This individual will be reporting to the Business Operations Manager Sr to assist with planning, organizing and coordinating the business operations functions in accordance with established goals, priorities, time limitations, or other specifications. These functions include basic procurement, accounting, payroll, travel, and other duties as assigned. This position is intended to cover a broad range of responsibilities in the Department of Marketing at the W. P. Carey School of Business. The ideal candidate will be self-motivated, have a high attention to detail, possess exceptional organizational skills, and have the ability to work well in a fast-paced, deadline driven environment. Days and Schedule: 8:00 am – 5:00 pm. Monday – Friday. This position is required to be on the Tempe campus. Flexible work options (hybrid work schedule) after 3 months of service with W. P. Carey School of Business, contingent on the needs of the Department of Marketing and Dean’s Office approval. Position Salary Range: $51,500-$58,000; to commensurate with experience.

Requirements

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.

Nice To Haves

Experience in using a financial system, and reporting system in a higher education environment (Workday, PeopleSoft and Interfolio preferred)
Demonstrated knowledge of ASU Travel policies and procedures, specifically with Concur travel system
Experience with Microsoft Office (Word, Excel, Access, Outlook) and Adobe Acrobat PDF
Demonstrated knowledge of ASU policies and procedures regarding financial and purchasing policies and processes
Experience working in a fast-paced environment with competing deadlines
Experience in dealing with confidential and sensitive information
Demonstrated knowledge of standard office and administrative practices
Ability to perform detailed work in an open and shared work space
Evidence of effective communication skills

Responsibilities

Financial Management & Account Reconciliation (45%) Independently monitor and manage multiple funding sources, ensuring expenditures comply with university and ASU Foundation policies and guidelines.
Perform detailed account reconciliations; analyze variances and resolve discrepancies in collaboration with the Business Operations Manager Senior when needed.
Prepare complex journal entries and fund transfers requiring interpretation and application of financial policies and guidelines.
Process and review supplier invoices, requisitions, and other financial transactions in Workday, maintaining full accountability for accuracy and compliance.
Ensure adherence to university procurement policies, financial procedures, and audit standards.
Advise faculty and staff on allowable expenditures and appropriate use of institutional funds.
Independently prepare and submit procurement transactions in Workday in accordance with university purchasing regulations.
Coordinate vendor onboarding and maintain accurate vendor records.
Review purchasing requests for funding appropriateness and compliance with institutional policy.
Maintain organized documentation to support audit readiness and internal financial reviews.
Travel & Reimbursement Administration (40%) Independently manage a high volume of domestic and international travel arrangements and reimbursements for faculty, staff, and students using Concur, including coordination of group travel.
Serve as a departmental subject matter expert on ASU travel policies and procedures.
Resolve complex travel issues and ensure compliance with university travel regulations.
Review and approve travel documentation for accuracy and policy adherence.
Ensure appropriate use of institutional funds for travel-related expenses.
Process and review reimbursement documentation for interviewees and independent contractors.
Provide guidance to faculty, doctoral students, and staff regarding travel policies, allowable expenses, and required documentation.
Payroll & Human Resources Operations Support (10%) Provide operational support for payroll and HR-related processes.
Serve as departmental backup and functional resource for payroll processing and reconciliations.
Independently process Personnel Action Requests (PAP submissions) and pay adjustments.
Assist with Faculty Associate recruitment through Interfolio, ensuring compliance with university hiring procedures.
Maintain confidentiality and exercise discretion when handling sensitive employee and payroll information.
Other Duties (5%) Perform other duties as assigned.