Business Operations Manager

Administrative Operations Manager 1

Manages the routine operations of a department within the division. Monitors budget, implements strategic priorities, and prepares reports for senior management.

The ASU Art Museum in the Herberger Institute for Design and the Arts at Arizona State University is seeking a Business Operations Manager to lead, develop, manage, and oversee the museum's business, financial and human resources operations. This position is responsible for a broad portfolio that includes budgeting, forecasting, financial reporting, grants, strategic and resource planning, procurement, travel, human resources and student employment, payroll and timekeeping, internal controls, and operational process improvement.

The Business Operations Manager serves as a key partner to the Director and museum leadership, providing financial and operational analysis, developing effective administrative systems and controls, and translating institutional priorities into sustainable financial and staffing plans. The position coordinates business operations support across museum functions and helps ensure responsible stewardship of university, grant, and other museum resources.

The successful candidate is expected to demonstrate considerable initiative in meeting deadlines, anticipating operational needs, and identifying opportunities to improve and streamline processes. This individual will be a self-starter with an efficient and organized approach to work, excellent customer service and communication skills, sound judgment, and the ability to independently manage multiple priorities and complex responsibilities.

Position Salary Range: $76,241 - $80,000 annually

Essential Duties:

• Business Operations Management & Supervision
• Lead and oversee the museum's day-to-day business operations, ensuring effective, accurate, and timely support across museum functions.
• Supervise the Business Operations Specialist and other assigned personnel, including establishing priorities, delegating responsibilities, reviewing work, managing workload, and supporting professional development.
• Provide direction, training, coaching, and guidance to assigned staff while promoting effective customer service, accountability, and continuous improvement.
• Establish and maintain clear roles, workflows, internal controls, procedures, and service expectations for business operations functions.
• Coordinate fiscal support for Curatorial, Exhibitions, Education, Collections, Development, Marketing/Communications, Visitor Services, Security, Facilities, and other museum functions.
• Foster a culture of collaboration, accountability, data-informed decision-making, customer service, and responsible stewardship of resources.
• Coordinate with internal and external auditors and university partners in support of financial reviews, audits, and compliance requirements.
• Financial Management, Budgeting & Reporting
• Develop, administer, monitor, and forecast museum operating budgets and other financial resources in collaboration with the Director, museum leadership, and appropriate university partners.
• Prepare and analyze financial reports, forecasts, projections, reconciliations, and other management information to support operational and strategic decision-making.
• Monitor revenues, expenditures, commitments, balances, and financial activity to identify trends, risks, variances, and opportunities requiring management attention.
• Coordinate financial activities and reporting with the museum's outside nonprofit accounting consultant/CPA, as appropriate.
• Support fiscal year planning, year-end activities, audits, reconciliations, and other financial reporting or compliance requirements.
• Develop and maintain appropriate financial procedures, documentation, controls, and records to support accuracy, transparency, compliance, and responsible stewardship.
• Provide financial analysis and recommendations to museum leadership regarding resource allocation, operational priorities, institutional initiatives, and fiscal sustainability.
• Grants Administration
• Develop, administer, monitor, and forecast museum operating budgets and other financial resources in collaboration with the Director, museum leadership, and appropriate university partners.
• Prepare and analyze financial reports, forecasts, projections, reconciliations, and other management information to support operational and strategic decision-making.
• Monitor revenues, expenditures, commitments, balances, and financial activity to identify trends, risks, variances, and opportunities requiring management attention.
• May occasionally coordinate financial activities and reporting with the museum's outside nonprofit accounting consultant/CPA, as appropriate.
• Support fiscal year planning, year-end activities, audits, reconciliations, and other financial reporting or compliance requirements.
• Develop and maintain appropriate financial procedures, documentation, controls, and records to support accuracy, transparency, compliance, and responsible stewardship.
• Provide financial analysis and recommendations to museum leadership regarding resource allocation, operational priorities, institutional initiatives, and fiscal sustainability.
• Human Resources, Personnel & Student Employment
• Provide administrative oversight and coordination of museum human resources and personnel functions in accordance with ASU policies and procedures.
• Support museum leadership and supervisors with recruitment, hiring, onboarding, employee changes, performance management, professional development, separations, and other personnel processes.
• Coordinate and oversee student hiring and student employment administration, including position and hiring processes, onboarding, employment changes, timekeeping, payroll coordination, and other required student personnel transactions.
• Provide guidance to supervisors regarding student hiring procedures, timelines, documentation, and administrative requirements.
• Coordinate with university Human Resources, student employment resources, and other appropriate university offices on personnel policies, procedures, transactions, and administrative requirements.
• Oversee payroll and timekeeping administration and help ensure employee and student personnel transactions and records are completed accurately and on schedule.
• Maintain appropriate confidentiality and oversight of sensitive personnel information and records.
• Provide guidance to supervisors and employees regarding applicable personnel processes, policies, deadlines, and administrative requirements.
• Procurement, Travel & Administrative Operations
• Oversee and coordinate procurement, purchasing, contracting, travel, reimbursements, and related administrative processes in accordance with university requirements.
• Provide guidance to museum staff regarding purchasing, travel, reimbursement, and other business procedures and documentation.
• Monitor business transactions and supporting documentation to promote accuracy, timeliness, appropriate authorization, and compliance with applicable policies and procedures.
• Coordinate with university administrative offices, vendors, consultants, and other partners to resolve operational and transactional issues.
• Develop and maintain procedures and tools that support efficient and consistent procurement, travel, and administrative practices across the museum.
• Strategic Planning & Resource Management
• Participate in long-range planning and translate institutional and museum priorities into actionable financial, staffing, and operational plans.
• Analyze staffing, capital, facilities, technology, supplies, services, and other operational resource needs and provide recommendations to museum leadership.
• Evaluate financial performance and resource utilization in collaboration with the Director and recommend strategies to strengthen fiscal sustainability and operational effectiveness.
• Provide financial and operational analysis to support leadership decision-making, strategic initiatives, institutional planning, fundraising priorities, and resource allocation.
• Support museum-wide initiatives requiring business planning, financial analysis, administrative coordination, staffing analysis, or operational implementation.
• Anticipate emerging operational needs and risks and recommend solutions that support the museum's short- and long-term objectives.
• Other Responsibilities
• Serve as a knowledgeable resource and liaison between the museum and relevant university business offices.
• Maintain current knowledge of applicable university business, financial, human resources, grant, procurement, travel, and administrative policies and procedures.
• Exercise independent judgment and initiative in resolving complex business and operational matters and escalating issues when appropriate.
• Perform additional duties and special projects as assigned in support of the museum's financial, administrative, personnel, and operational objectives.

Desired Qualifications:

• Demonstrated experience managing complex business and financial operations, including budgeting, forecasting, financial analysis and reporting, procurement, internal controls, and resource planning.
• Experience supervising, training, and developing staff, with demonstrated ability to establish priorities, manage workloads, strengthen administrative processes, and foster accountability and excellent customer service.
• Demonstrated experience with human resources and personnel administration, including recruitment, hiring, onboarding, payroll and timekeeping, employee changes, and student or temporary employment processes.
• Experience administering grants, restricted funds, or other complex funding sources, including budget development, expenditure monitoring, financial reporting, compliance, and closeout activities.
• Demonstrated ability to interpret and apply institutional policies and procedures, exercise independent judgment, manage multiple complex priorities, and develop effective systems and process improvements within a large or complex organization.
• Knowledge of and experience working within museums, arts and cultural organizations, higher education, or other mission-driven environments, with an understanding of the financial and administrative requirements associated with supporting exhibitions, programs, collections, education, development, and other institutional activities.

Working Environment: