BUSINESS OPERATIONS SPECIALIST

About the role

This position plays a key role in supporting the financial and administrative operations of Executive Administration. The Business Operations Specialist (BOS) works closely with leadership, faculty, staff, university business partners, and external sponsors to ensure efficient, compliant, and customer-focused business operations. The role supports purchasing, travel administration, payroll, reporting, grant financial management, and general business operations support while contributing to the smooth and efficient operation of the department.

Responsibilities

• Assist with purchasing, travel administration, payroll, reporting, grant financial management, and general business operations support for assigned units.
• Apply a solid understanding of financial practices to maintain accuracy and efficiency.
• Provide exceptional customer service while partnering with university departments, faculty, staff, vendors, and sponsors to support business operations.
• Handle sensitive information with care and discretion.
• Assist in identifying ways to enhance processes and contribute to operational efficiency.
• Assist assigned units with financial transactions, ensuring compliance with ASU and sponsor requirements. Initiate and process financial transactions including requisitions, purchase orders, expense reports, expense transfers, journal entries, payments, and other financial actions using ASU enterprise systems.
• Secure appropriate documentation, respond to inquiries, support vendor and supplier relationships, and coordinate with vendors and university business offices to resolve purchasing and payment-related issues.
• Assist with monitoring account expenditures, maintaining accurate financial documentation, reconciling accounts, and supporting budget maintenance for assigned departments and sponsored projects.
• Support the identification and mitigation of financial and operational risks by ensuring compliance with university policies, sponsor requirements, and internal controls.
• Provide administrative support for departmental operations, special projects, and other business functions while maintaining confidentiality and supporting organizational priorities.

Requirements

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.

Qualifications

• Demonstrated knowledge of grant management policies, procedures, and regulations, including post-award financial administration.
• Experience with accounting, budgeting, purchasing, and financial processes in a higher education environment.
• Experience working with numerical computations and developing spreadsheets and financial reports using Microsoft Excel.
• Demonstrated ability to maintain accuracy and attention to detail while managing multiple financial and administrative responsibilities.
• Experience prioritizing workloads, resolving issues, and meeting deadlines in a fast-paced environment.
• Experience preparing, analyzing, and interpreting financial reports, forecasts, and budget information.
• Evidence of effective written and verbal communication skills with a strong customer service focus.
• Experience building collaborative relationships with faculty, staff, vendors, sponsors, and other stakeholders.
• Demonstrated ability to work independently while contributing effectively as part of a collaborative team.
• Experience using ASU enterprise systems such as Workday, Workday Finance, PeopleSoft, Concur, and ERA.

Skills

Financial understanding, customer service focus, attention to detail, discretion, proactivity, process improvement, numerical proficiency, analytical skills, communication skills, relationship building, team and independent work.

Pay

Salary: $55,000 - $65,000 per year; DOE

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 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

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.