Administrative Operations Professional II, College of Science Business Operations

Administrative Operations Professional II

The College of Science invites applications for an Administrative Operations Professional II position. In this role, you will be responsible for performing professional business operations activities for assigned departments of Astronomy/Steward Observatory within the College of Science, and reports to the centralized business operations unit.

Under the guidance of the Administrative Operations Manager, you will serve as a lead resource for the team, guiding the operational support staff to meet standard reporting requirements, UA transaction processing expectations, and department/UA deadlines by assisting with the completion of monthly accounting system reconciliations, bi-weekly payroll processing, internal system projections, and the review and submission of standard purchasing requests.

Outstanding U of A benefits include health, dental, and vision insurance plans; life insurance and disability programs; paid vacation, sick leave, and holidays; U of A/ASU/NAU tuition reduction for the employee and qualified family members; retirement plans; access to U of A recreation and cultural activities; and more!

The University of Arizona has been recognized for our innovative work-life programs. For more information about working at the University of Arizona and relocations services, please visit the provided link.

Duties & Responsibilities

Financial Administration and Account Management:

• Under the guidance of the manager, the incumbent will review, administer, and monitor departmental financial activities for accounts supporting budgets exceeding $15 million.
• Assist in managing designated, gift, foundation, state, and other funding sources by performing monthly account reconciliations, monitoring expenditures, and verifying budget availability.
• Ensure compliance with the policies and procedures of the University of Arizona, the University of Arizona Foundation, as well as sponsor and governmental policies and procedures.
• In the event of accounting discrepancies, the incumbent will research and recommend corrective actions to resolve issues, when appropriate.

Financial Analysis and Transaction Processing:

• Under the direction of the manager, the incumbent will analyze financial data, account activity, and budget trends to identify variances, resolve discrepancies, and provide recommendations to department leadership.
• This includes reviewing and processing complex financial transactions and accounts using a combination of University financial systems and internal departmental accounting software.
• Oversee the processing of bi-weekly payroll, processing General Error Corrections, Distribution of Income and Expense, Salary Expense Transfers, Transfers of Funds, Purchase Orders, Internal Billings, reimbursements, asset transactions, administer iLabs, wire claim deposits, and other accounting documents.
• Monitor payroll distributions and coordinate corrections as needed.

Operational Support and Compliance:

• Serve as a liaison to the Account Manager/Fiscal Officer for all exceptions and approvals by reviewing transactions for compliance with University policies, assisting employees with reconciliation and expense reporting in Concur, and responding to inquiries from Financial Services regarding procurement card activity.
• Interpret and apply University financial policies and procedures while providing guidance to departmental faculty and staff on routine financial and administrative processes.

Reporting, Training, and Process Improvement:

• Prepare recurring and ad hoc financial reports, cost projections, and account summaries to support operational planning and decision-making.
• Interpret financial information, identify trends, and communicate findings to department leadership.
• Train, mentor, and provide guidance to student employees and administrative support staff on financial procedures, University systems, and departmental processes.
• Recommend improvements to financial workflows and administrative procedures to enhance efficiency and ensure compliance.

Knowledge, Skills, and Abilities (KSAs)

Demonstrated knowledge of Microsoft Office programs (Excel, Adobe Acrobat, PowerPoint, Outlook). Knowledge of standard accounting and payroll timekeeping software systems. Strong organizational, time management, and problem-solving skills. Ability to interact professionally and effectively with others. Effective written and verbal communication skills. Ability to work both independently and as part of a team. Ability to work in a fast-paced, deadline-driven environment. Ability to assist in leading and training a team and support staff.

Minimum Qualifications

Bachelor's degree or equivalent advanced learning attained through professional level experience. Minimum of 3 years of relevant work experience, or equivalent combination of education and work experience.