Operations Manager

Job Profile:
Administrative Operations Manager 1
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 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.
Job Profile Summary:
Manages the routine operations of a department within the division. Monitors budget, implements strategic priorities, and prepares reports for senior management.
Job Description:
Salary: $60,000 to $65,000 annually; DOE
As part of a team of Fiscal and HR staff, the Operations Manager provides fiscal, transactional and management support for multiple departments with Educational Outreach & Student Services (EOSS). The Operations Manager is responsible for a wide range of duties which include, but are not limited to, accounting, purchasing, grant management, data analysis, planning, and developing internal procedures. Duties will also include purchasing card management, an in-depth knowledge of fiscal policy, building and creating reports from various databases and software programs, and acting as a resource for EOSS department fiscal staff. These functions include assisting accounting, position funding, strategic planning, inventory control, internal procedures and other functions that have been designated.
What’s in it for you:
Arizona State University offers a comprehensive benefits package that includes valuable employee benefits to enhance the total compensation of its staff. This package includes: (Click here to explore options)
Tuition Reduction Program for staff members, their spouses, and dependents, available on day one.
Low-cost health, dental, vision, and life insurance benefits available on day one.
Retirement program designed to promote long-term savings and provide income upon retirement.
Paid time for volunteer and professional development.
Wellness program for preventative health education and screenings.
Disability and leave program for income protection.
Employee assistance for free and confidential behavioral health services.
ASU Discounts to sports/events along with discounts with ASU partnerships
This is an in-person, full-time position with a standard schedule of Monday through Friday, 8:00am to 5:00pm.
Working Environment:
Professionally represent department/program
Sit or stand for prolonged periods of time
Work collaboratively across various departments within the University as well as with populations and groups
Develop and deliver presentations to groups
Use computers effectively – including inputting, reviewing and retrieving information, extended periods of viewing screen and using mouse and keyboard
Use critical thinking to make decisions and/or analyze data
Communicate effectively both orally and in writing
Walk throughout campus for meetings or events, regardless of the weather
Work collaboratively to achieve objectives
Climb stairs in locations with no elevator, such as with the mezzanine level of the MU, or Irish Hall
Ability to lift 35 lbs.
Essential Duties:
Audit / Reconciliation Accuracy (70%)
Ensure monthly account and PCard reconciliations
Review line items for accuracy/compliance/backup and provide approvals
Handle reconciliation issues, queries, and escalations
Run outstanding encumbrances report, match exception report, travel dashboard, RFF dashboard and PCD report weekly; follow up with BOS as needed
Work with teams on correcting audit findings; work with AD on how to be preventative in the future
Operations Management (20%)
Monitor BOS queues and approve initial purchase transactions- review/approve for compliance and backup (adjustments reviewed and approved by BOM) in Workday
Review/Approve operational expenses in Workday
Review/Approve PCD's in Workday for compliance and backup
Ensure efficient processing of team and escalation if needed
Review/Approve Scholarships; ensure disbursement; follow up if needed
Ensure work tags are being used correctly/accurately so BOM can use for budgets
Review computer user list annually (as requested)
Supervision of Operations Specialists (10%)
Provide supervision, coaching, workload guidance, and performance oversight
Conduct Check In’s with direct reports to
Ensure staff performance duties with accuracy, efficiency, and policy compliance
Approve employee hours and time off (as needed)
Ensure staff are properly trained and maintain proficiency in fiscal systems and procedures
Attend assigned unit leadership team meetings
Desired Qualifications:
Demonstrated knowledge of fiscal policies and procedures and overall fiscal administration
Experience with processing financial transactions
Knowledge of financial and payroll reconciliation processes
Experience in managing multiple accounts
Demonstrated knowledge of fund accounting and purchasing policy
Experience with processing purchases through Workday adhering to ASU policy with certain thresholds
Demonstrated knowledge of PCard guidelines
Advance knowledge of excel specifically processing completed formulas and pivot tables
Experience in pulling, reviewing and comprehending reports
Able to work in a high-volume environment with being able to adapt to changing requests and competing deadlines
Evidence of problem-solving skills to streamline a process or find solutions in complex issues
Evidence of effective communication skills
Department Statement:
Educational Outreach and Student Services (EOSS) is committed to enrolling all qualified students at Arizona State University and assisting them in their academic success. EOSS provides a broad range of services and support to students and prospective students ranging from outreach efforts with K-12 schools, new student experiences for students and families, bridge programs to assist the transition to a university environment, and a wide variety of services, programs and activities for enrolled students. EOSS has direct responsibility for multiple departments across four campuses, some of which include the Dean of Students, Student Rights and Responsibilities, University Housing, Health Services, Counseling Services, Student Accessibility and Inclusive Learning Services, the Unions and Centers, TRIO programs, Sun Devil Fitness & Wellness, Student Government, Student Media, Career and Professional Development Services, Access ASU and others.
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, un