Business Operations Specialist

Job Profile:
Administrative Operations Specialist 2

Job Family:
Administrative Operations

Time Type:
Part time

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:

Position Salary Range:

- $48,600 - $57,930 per year; Depending on experience.

Under the direct supervision of the Associate Director of ASU/NewSpace, the Business Operations Specialist supports the planning, coordination, and execution of business operations and administrative functions within the unit. Responsibilities include budgeting, accounting, financial reporting, procurement, event coordination, communications support, and other operational activities in accordance with established goals, priorities, timelines, funding parameters, and university policies.

This position serves a broad range of operational and administrative functions and may provide support in areas typically managed by dedicated Human Resources Financial Services, or administrative staff. The incumbent monitors budgets and expenditures, reconciles financial accounts, prepares reports and recommendations, coordinates events and guest visits, and supports unit communications and stakeholder engagement initiatives.

Essential Duties:

Financial and Business Operations

- Prepare budget proposals, recommendations, and expenditure forecasts.
- Monitor, reconcile, and maintain detailed budget records for multiple accounts.
- Review expenditures for compliance with budget guidelines and university policies.
- Identify financial irregularities and recommend corrective actions.
- Process travel reimbursements and procurement transactions, including supplies, services, equipment purchases, and other business expenses.
- Utilize ASU purchasing systems, PCard processes, and related financial documentation in accordance with university policies and procedures.
- Perform payroll, PCard, and account reconciliations.
- Support internal and external audit activities by gathering and organizing required financial documentation.
- Maintain tracking logs, inventory records, and other operational documentation.

Administrative Support and Reporting

- Organize, prepare, and distribute administrative and financial reports.
- Analyze, summarize, and interpret operational and financial data to support informed decision-making.
- Develop and maintain reporting tools, tracking mechanisms, and performance metrics.
- Coordinate and maintain records related to unit operations and administrative activities.

Events, Meetings, and Logistics

- Coordinate meetings, conferences, special events, guest visits, and appointments.
- Arrange event spaces, travel reservations, itineraries, and related logistics.
- Prepare communications, agendas, background materials, and supporting documents for participants.
- Attend meetings as needed, record meeting minutes, and distribute follow-up materials.
- Support both in-person and virtual event planning and execution.

Stakeholder Relations and Communications

- Serve as a liaison between students, faculty, staff, university leadership, community partners, and external stakeholders.
- Support unit communications through email correspondence, newsletters, website updates, and research activities.
- Participate in and represent the unit on departmental and university committees.
- Foster effective working relationships with internal and external partners to support program and operational objectives.

Desired Qualifications:

- Demonstrated knowledge of ASU Workday financial systems, including purchasing, accounting, and reconciliation processes.
- Experience supporting business operations, budgeting, procurement, and financial reporting activities.
- Experience planning, organizing, and supporting in-person and virtual events for audiences.
- Demonstrated ability to work independently while contributing effectively as a member of a team.
- Experience developing reports, dashboards, metrics, or other operational reporting tools.
- Experience interacting with a range of stakeholders, including university leadership, faculty, staff, students, community partners, and external organizations.
- Strong organizational, analytical, and problem-solving skills.
- Excellent communication skills.
- Demonstrated ability to manage multiple priorities and meet deadlines in a fast-paced environment.

Working Environment:

- Activities are performed in an environmentally controlled office setting subject to extended periods of sitting, keyboarding, and manipulating a computer mouse (75%); required to stand for varying lengths of time and walk moderate distances to perform work (10%).
- Frequent bending, reaching, lifting, pushing and pulling up to 25 pounds (5%).
- 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.

Department Statement:

At the School of Earth and Space Exploration, our faculty, researchers, and students seek to expand the frontiers of knowledge through the exploration of Earth, space, matter, time, and life. More and more, successful exploration depends on engineering theory and practice to create technologies for scientific advances. Our programs explicitly emphasize the importance of technology in modern scientific research. We look beyond traditional academic boundaries to identify big problems and invent the means to solve them. Our work requires team support, and we strive to maintain a positive, collaborative, and interdisciplinary culture. We are committed to supporting all members of our community.

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 .

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 .

ASU’s comprehensive benefits package is a key part of your total compensation. Visit the ASU   Compensation Estimator

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:
A fingerprint check is not required for this position.