Business 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 Description:

The GAME School in the Herberger Institute for Design and the Arts at Arizona State University is seeking a highly motivated Business Operations Specialist who demonstrates independent judgment and problem-solving skills. This position interacts with staff, faculty, and administrators at all levels of ASU and should exhibit strong abilities to manage multiple tasks. This position will assist with coordinating the business operations functions in accordance with established goals, priorities, time limitations, and funding limitations. These functions include basic accounting, payroll, staffing, and other functions as designated.

The successful candidate will provide excellent customer service and have strong communication skills, exceptional work qualities, an ability to coordinate multiple tasks autonomously, and be able to exercise sound judgment in decision-making.

About The GAME School

The GAME School in the Herberger Institute for Design and the Arts is a leading transdisciplinary school that specializes in the integration of the human physical experience with computation and digital media. We offer undergraduate and graduate degrees in media arts and sciences with a range of concentrations and an undergraduate in game design. Other program options include collaborations with other ASU schools, a minor and a certificate in media arts and sciences, and a certificate in artificial intelligence and digital media.

Mission

The GAME School educates the next generation of learners and empowers them with technofluency — its development, application and implications. The school prepares students to be socially aware, critically thinking global citizens who strive to bring about positive change in a society that will be increasingly shaped by revolutions in new technologies.

As part of Arizona State University, the most innovative university in the nation, the Herberger Institute seeks to drive and scale new ways for arts and design to have impact in our world. We invite you to join our work.

Values:

• Creativity as a core 21st-century competency

• Design and the arts as critical resources for transforming our society

• Innovation, enterprise and entrepreneurship

• Interdisciplinary and transdisciplinary collaboration and research

• Social embeddedness

• Projecting all voices

• Excellence https://herbergerinstitute.asu.edu/

Position Salary Range:

• $51,500 -$54,000 annually, depending on experience within the posted range

Essential Duties:

• Processes payroll transactions in PeopleSoft for new and existing faculty associates, student workers, teaching/research assistants/associates, etc. which includes processing offer letters, submitting new hire personnel transaction requests, renewals, and terminations and other adjustments. 
• Performs payroll reconciliation for the department and responds to audit requests including gathering documentation for payroll audits in coordination with Institute Human Resources. In coordination with Institute Human Resources, reconciles payroll transactions for the department each pay period to ensure data is correct.
• Compiles source documents for payroll reconciliations and audit requests. 
• Processes student worker searches, hiring, and terminations. 
• Coordinates activities between the Institute Human Resources Department Time Administrator to ensure accurate timely reporting.
• Provide employees with information regarding how to properly report their time. 
• Maintains and manages retention of appropriate electronic personnel and financial records based on ASU, state and federal guidelines. 
• Performs detailed and complex numerical computations and reports, including analysis and evaluation of budgets, planning and other management information systems. 
• Manages P-Card transactions.
• Responds to audit requests and gathers documentation for P-cards and financial records. Performs P-card reconciliations. 
• Processes expenditures – purchase orders, supplier invoices, expense reimbursements - in accordance with budget allocations. 
• Manages monthly account reconciliations in conjunction with Business Operations Manager directive. 
• Organizes and/or prepares departmental administrative and financial reports; analyzes, summarizes and interprets information; recommends action to be taken. 
• Supports travel requests and expense reports for faculty, staff, and students as needed. 
• Assists with any other special projects, reports and duties as assigned.

Desired Qualifications:

• Experience in business operations and financial services within a higher education environment. 
• Experience exercising judgement, making decisions, setting priorities, interpreting policies and procedures, working independently and communicating effectively. 
• Experience working effectively in a fast-paced dynamic environment subject to quickly changing priorities and potentially conflicting deadlines. 
• Effective communication skills. 
• Ability to coordinate activities and establish priorities. 
• Experience in being organized and detail-oriented, including the ability to prioritize and manage multiple tasks. 
• Demonstrated knowledge of accounting, human resources, forecasting and budgeting practices and principles. 
• Demonstrated knowledge of procedures, methods and forms associated with automated accounting systems. 
• Experience in preparing detailed financial information for a variety of constituencies and using financial reporting systems. 
• Demonstrated knowledge of financial controls, purchasing best practices, and other ASU policies and procedures. 
• Demonstrated knowledge of PC based software for spreadsheets (Excel), database, word processing (Word), presentation applications (PowerPoint) and Outlook. 
• Experience in use of automated/computer and university systems: Workday, Concur, PeopleSoft, and AdobeSign

Working Environment:

• Activities are performed in an environmentally controlled office setting subject to extended periods of sitting, keyboarding and manipulating a computer mouse.
• Regular use of standard office equipment including, but not limited to computer workstation / laptop (keyboard, monitor, mouse), printer, fax, copier, and telephone.

Department Statement:

The Herberger Institute comprises six schools: ASU FIDM; the School of Art; The Design School; The Sidney Poitier New American Film School; The GAME School; and the School of Music, Dance and Theatre; as well as the ASU Art Museum and the ASU FIDM Museum. With programs ranked top 20 and more than 135 degree and certificate options in art, architecture, dance, design, fashion, film, gaming, media arts and sciences, music, and more, plus expert faculty, state-of-the-art immersive media facilities, notable performing arts venues, and national and international partnerships, the Herberger Institute is a powerhouse of art, culture and design and a model of inclusive excellence.

In a rapidly changing world, design and the arts aren’t luxuries—they’re essential. At the Herberger Institute, we harness the transformative power of creativity to solve real-world challenges and shape a more compassionate, connected future.

Our students work across disciplines—combining science, engineering, design, storytelling and the arts—to create solutions that benefit people and the planet. We’re expanding access, removing barriers and providing the resources students need to thrive, because the talent to shape the future is already here.

Together, we’re designing not just new careers, but new systems of care, connection and possibility.

https://herbergerinstitute.asu.edu/

Why work at ASU - https://cfo.asu.edu/why-work-asu: Total compensation at ASU is defined as more than the salary paid for the valuable work performed to support the success of our ASU students. It includes:

• Salary and wages paid
• Comprehensive package of affordable benefit plans and programs
• Access to world-class educational opportunities at deeply discounted rates
• ASU's total compensation estimator shows the approximate value of your overall compensation

ASU is a diverse enterprise with a wide variety of work and learning modes, locations and a commitment to sustainability, innovation and employee work-life balance. We are determined to maintain our position as an employer of choice in a competitive labor market.

Flexible work options (school/unit discretion)

• Alternative work schedules can include four, 10-hour workdays in a workweek; a nine-day, 80-hour schedule over two workweeks for exempt employees only; and staggered start and stop times.
• Hybrid work is an arrangement where employees spend a minimum of 60% of their regular workweek at their primary ASU work location. Dean or vice president-level approval is required.

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.

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:

This position is considered safety/security sensitive and will include a fingerprint check. Employment is contingent upon successful passing of the fingerprint check.