Business Operations Manager

Job Profile:
Administrative Operations Specialist 3

Job Family:
Administrative Operations

Time Type:
Full time

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 Profile Summary:
Supports and instructs those served by the department with complex queries, applies specialized knowledge of multiple standards, policies and procedures, and maintains accurate and detailed records.

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.

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 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.
• 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, 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.


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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.

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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.