Administrative Operations Specialist

Job Profile:

Administrative Operations Specialist 2

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:
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.

Job Description:

Position Salary Range: $60,000 - $65,000 per year; DOE

Job Description:

The McCain Institute is a nonpartisan organization inspired by Senator John McCain and his family’s dedication to public service. We are part of Arizona State University and based in Washington, D.C. Our programs defend democracy, advance human rights, and empower character-driven leaders. Our unique power to convene leaders across the global political spectrum enables us to make a real impact on the world’s most pressing challenges. Our goal is action, not talk, and like Senator McCain, we are fighting to create a free, safe, and just world for all.

The McCain Institute, a part of Arizona State University, seeks a full-time Administrative Operations Specialist. This position will report to Finance Manager. The Administrative Operations Specialist performs financial administration, executive travel support, and human resources administration for the Institute. Primary responsibilities include reviewing procurement and expense submissions, maintaining financial records, monitoring transactions, coordinating Sedona invoicing, arranging travel for the Chief Program Officer, and supporting routine human resources processes.

Essential Duties:

Financial Administration: 
Provides financial administration and transaction oversight, including reviewing submissions, maintaining accurate records, and ensuring required financial documentation is complete.

• Review SharePoint procurement submissions and Concur trip requests and expense reports for completeness and required documentation; approve SharePoint submissions and route completed Concur submissions for final approval.
• Coordinate Sedona financial administration, including vendor set-up, submitting invoices and procurement requests, monitoring transactions and payments, maintaining supporting documentation, and following up with staff, vendors, and external partners.
• Verify that procurement, travel, and expense transactions are accurately recorded on the reconciliation schedule and follow up with program staff regarding missing or inconsistent entries.
• Monitor financial records and supporting documentation for completeness and accuracy and follow up with program teams to ensure documentation is maintained for reconciliation, reporting, audit, and fiscal year-end activities.
• Respond to routine questions regarding financial procedures and documentation requirements and refer substantive financial matters as appropriate.
• Perform other finance-related administrative duties as assigned by the Finance Manager.

Chief Program Officer Travel and Expense Support:

Provides travel and expense administration for the Chief Program Officer.

• Coordinate the CPO’s business travel, including booking flights, lodging, ground transportation, and other travel arrangements and preparing related itineraries.
• Prepare and submit the CPO’s travel requests and expense reports, including reconciling corporate card and out-of-pocket expenses and collecting required documentation.
• Monitor travel approvals and reimbursements and resolve routine documentation or processing issues.

Human Resources Administration:

Provides administrative support for routine human resources processes and recordkeeping.

• Coordinate scheduling and logistics for employee orientations, staff retreats, workshops, lunches, and other employee activities.
• Maintain the Institute’s salary and labor allocation schedules.
• Assist with routine human resources administrative activities as assigned.

Desired Qualifications:

Technology and Systems

• Proficiency in Microsoft Office Suite, particularly Excel, Outlook, and Word.
• Ability to learn and use financial, human resources, travel, and project-management systems such as Workday, Concur, and Asana. 

Financial and Administrative Skills

• Ability to organize receipts, invoices, forms, approvals, and other supporting documentation.
• Ability to manage multiple assignments and follow established processes and deadlines.
• Basic understanding of expense reporting, procurement, reconciliation, or comparable administrative processes.

Communication and Coordination

• Ability to communicate professionally with staff, applicants, vendors, and external partners.
• Strong attention to detail and ability to accurately process routine financial and administrative transactions.

Working Environment:

• Climate-controlled office setting subject to extended periods of being in a stationary position.
• Regular use of standard office equipment including but not limited to computer workstation/laptop (keyboard, monitor, mouse), printer, fax, calculator, copier, telephone, and associated computer/technology peripherals.
• ASU offers eligible employees commuter benefits, including a monthly contribution toward Metro transportation expenses.

Department Statement:

At McCain Institute, we are dedicated to building an authentic workplace, so if you’re excited about this role but your past experience doesn’t align perfectly, we encourage you to apply anyway. We value your unique background and perspective, and you may be just the right candidate for this position or other roles on our team.

Driving Requirement:

Driving is not required for this position.

Location:

Off-Campus: Washington, D. C.

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.

ASU is a tobacco-free university. For details visit https://wellness.asu.edu/explore-wellness/body/alcohol-and-drugs/tobacco

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.

Notice of Availability of the ASU Annual Security and Fire Safety Report:

In compliance with federal law, ASU prepares an annual report on campus security and fire safety programs and resources. ASU’s Annual Security and Fire Safety Report is available online at https://www.asu.edu/police/PDFs/ASU-Clery-Report.pdf. You may request a hard copy of the report by contacting the ASU Police Department at 480-965-3456.

Relocation Assistance – For information about schools, housing child resources, neighborhoods, hospitals, community events, and taxes, visit https://cfo.asu.edu/az-resources.

ASU’s comprehensive benefits package is a key part of your total compensation. Visit the ASU Compensation Estimator

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:

A fingerprint check is not required for this position.