Operations Specialist

About the role

The ASU Library is seeking a detail-oriented, service-driven Operations Specialist (Travel, Procurement, & Hiring) to support essential administrative and operational functions across the library.

Responsibilities

• 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.
• Prepare and process travel requests, expense reports, and reimbursements for library faculty, staff, and student employees in accordance with ASU and state policies.
• Serve as a knowledgeable resource on university travel policies and procedures.
• Aid employees with travel planning questions and help resolve travel-related issues.
• Process purchase requisitions, payment requests, and reimbursements for goods and services.
• Cook up with vendors and ASU procurement offices to obtain quotes, place orders, track shipments, and resolve discrepancies.
• Ensure compliance with ASU, Arizona Board of Regents (ABOR), and state procurement policies.
• Maintain accurate financial records and supporting documentation for reporting and audit purposes.
• Coordinate hiring processes for staff and student employees, including position setup, job postings, onboarding, and employment transactions.
• Prepare and submit hiring and personnel actions in Workday.
• Serve as a primary point of contact for supervisors and employees regarding hiring processes, timelines, and HR-related questions.
• Support student employment processes, including eligibility verification.
• Provide backup support for payroll activities as needed.
• Provide administrative and operational support to the reporting manager and library leadership.
• Maintain confidential records and sensitive information with professionalism and discretion.
• Develop and maintain process documentation and recommend improvements to enhance efficiency and consistency.
• Collaborate with internal and external partners to support library operations and strategic goals.

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.

Qualifications

• Bachelor’s degree preferred.
• Demonstrated experience in administrative operations, travel coordination, procurement, or human resources support.
• Strong organizational skills with the ability to manage multiple priorities and meet deadlines.
• Excellent written and verbal communication skills.
• Proficiency with standard office software (e.g., Microsoft Office or Google Workspace).
• Experience working in a higher education or large, complex organization.
• Familiarity with ASU systems such as Workday or PeopleSoft.
• Experience supporting staff and student employee hiring processes.
• Knowledge of state or public sector procurement and travel policies.
• Strong customer service orientation and ability to work collaboratively across teams.
• Demonstrated ability to handle confidential information with discretion.
• Experience documenting processes and identifying opportunities for continuous improvement.

Desired Qualifications

• Bachelor’s degree preferred.
• Demonstrated experience in administrative operations, travel coordination, procurement, or human resources support.
• Strong organizational skills with the ability to manage multiple priorities and meet deadlines.
• Excellent written and verbal communication skills.
• Proficiency with standard office software (e.g., Microsoft Office or Google Workspace).
• Experience working in a higher education or large, complex organization.
• Familiarity with ASU systems such as Workday or PeopleSoft.
• Experience supporting staff and student employee hiring processes.
• Knowledge of state or public sector procurement and travel policies.
• Strong customer service orientation and ability to work collaboratively across teams.
• Demonstrated ability to handle confidential information with discretion.
• Experience documenting processes and identifying opportunities for continuous improvement.