Job Profile:

Administrative Operations Manager 1

Job Family:

Administrative Operations

Time Type:

Full time

Max Pay – Depends on experience:

$75,000.00 USD Annual

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: $70,000 to $75,000 annually; DOE

As part of a team of fiscal and HR staff, the Budget Manager (BM) provides fiscal, transactional and management support for multiple departments with Educational Outreach & Student Services (EOSS). Under administrative direction, performs work to support EOSS-wide strategic planning, budget, financial forecasting, and analysis processes. Prepares cost and budget unit variance analysis, develops budget forecasts, analyzes trends, and compiles commitment analyses. Provides analysis of complex proposals led by senior staff. Develops annual budget and monitors expenses. 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 with budgeting and forecasting, 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:

• Tuition Reduction Program for staff members, their spouses, and dependents, available on day one.

• Low-cost health, dental, vision, and life insurance benefits.

• Retirement program designed to promote long-term savings and provide income upon retirement.

• Paid time for volunteer and professional development.

• 10 Paid Holidays and competitive Vacation and Sick accruals each Pay Period.

• 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 a full-time, in-person position with a standard schedule of Monday through Friday, from 8:00 am to 5:00 pm.

 

Essential Duties

Budget Management / Oversight (70%)

• Track, monitor, and update unit operational budgets

  • Updating internal spreadsheets (O Drive)

  • Updating University budget system (Adaptive Planning)

  • Updating University financial management system (Workday- budget amendments)

  • Creating trending reports for revenue, staffing, and expenditures

  • Track budget variances to prior year, original budgets, and prior budget periods (monthly, quarterly, etc.)

• Facilitate monthly operational budget meetings with Directors and staff

• Lead budget update meetings with Budget Director and Budget Managers

• Process budgeted transfers for current fiscal year

• Initiate scholarship transfer request (via email) per budget

• Track operational spending

  • Pull reports, forecast trends, long-range strategic planning

  • Provide guidance to Directors

  • Provide insight into EBS Leadership

  • Provide OMs with accounting adjustments needed (including expense/revenue journals) to correct accounting and review and approve actions in workday

  • Ensure WorkTags are being utilized correctly and request changes to operations team as needed

• Submit TUF forms (coordinating budget allowability and unit approval)

• Process all transactions required for fiscal year close

• Comply with university year-end deadlines

• Reviewing and approving purchase requests (Airtable) and transactions (Workday) for budget allowability

• Review and approve travel as ATO for budget allowability

• Prepare annual fiscal year budgets

• Act as unit point of contact

  • Loop in HR or Operations team as needed to drive resolution (BOM responsibility is budgetary only, any operations questions go to Ops Team and HR to theirs)

Audit / Reconciliation Accuracy (10%)

• Ensure all processed or approved transactions are accurate and compliant with ASU and EOSS policy

• Run WorkDay financial reports regularly (Outstanding Operational Encumbrances, Budget Position Control, Financial Report with Drillable Details, etc.)

• Prepare and submit tax information (as applicable)

• Participate in internal and external audits

Operations Management (10%)

• Attend EBS Operations Meetings & Trainings

• Assist with space planning and remodeling projects

• Participate or guide RFP processes as necessary

• Maintain the EOSS Technology Catalog

• Responsible for approving purchase requests in airtable based on operational compliance

• Responsible for approving adjustment WD transactions for operational compliance (initial purchase transactions are approved by OM)

• Review and approve travel as ATO for compliance and budget

• Attend assigned unit leadership team meetings

HR Components of Budget Accuracy (10%)

• Serve as liaison between units and EBS HR

• Approve HR request in Workday

• Responsible for accurately updating and reflecting personnel changes in the budget (Spreadsheet, Adaptive Planning, Workday Budget)

• Ensure budgeted HR allocations remain accurate:

  • Use Budget Position Control to audit on regular basis

  • Maintain costing allocations

  • Process payroll accounting adjustments as needed for budgetary accuracy

• Review and approve EPARs for budgetary and accounting accuracy

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 diverse 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

• Ability to lift 35 lbs.

 

Desired Qualifications

• Knowledge of the principles, concepts and practices in government and university governance involving fiscal policy/control, budgeting, strategic planning, information analysis, forecasting, reporting and assessment, and overall fiscal administration.

• Problem solving and strategic planning experience to assist with streamlining processes and finding solutions to complex issues.

• Critical thinking skills.

• Knowledge of strategic and financial planning/modeling principles, methods and practices.

• Knowledge of microcomputer database, spreadsheet, statistical, and word-processing packages.

• Knowledge of factors/items/methods of forecasting, budgeting and economic trending Ability to develop forecast and tracking models that integrate disparate statistical and financial information.

• Ability to perform analysis of financial forecasts, budgets, and econometric trends and of the factors/items therein.

• Ability to evaluate a variety of fiscal policy, economic, or political factors affecting strategic planning and budgeting needs, problems, and plans.

• Skill in verbal and written communication to include graphic presentation of data.

• Ability to work effectively in an environment subject to quickly changing and potentially conflicting priorities.

• Ability to effectively synthesize large amounts of complex detailed materials for presentation and review to varying audiences.

• Ability to perform complex data-analysis, including identifying appropriate data sources, extract and manipulate data from multiple and diverse database sources by designing, refining and running complex data queries
  Master's degree in related field, such as finance, business, public administration, public policy, economics, higher education administration.

• Five (5) years relevant work experience in budgeting, forecasting, or financial analysis in the public or nonprofit sectors (preferably in higher education).

• Demonstrated experience using enterprise resource planning applications, including general ledger and budget applications (e.g., Workday Adaptive Planning, Workday FMS, PeopleSoft).

• Experience with processing financial transactions

• 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

• Evidence of problem-solving skills to streamline a process or find solutions in complex issues

• Evidence of effective verbal and written 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 and Students should apply directly within Workday using the Jobs Hub. Use this link and log in using SSO:

https://www.myworkday.com/asu/d/inst/1$9925/9925$17629.htmld

To be considered, your application must include all of the following attachments:

• Cover letter
• Resume/CV

Note: Multiple documents can be submitted into the attachment box. Alternatively, merge all documents into one PDF for submission.

Please include all employment information in month/year format (e.g., 6/88 to 8/94), job title, job duties and name of employer for each position. Resume should clearly illustrate how prior knowledge and experience meets the Minimum and Desired qualifications of this position. NOTE: GA and Intern positions are counted as .5 for job experience (ie. 1 year equals 6 months experience equivalency). Only electronic applications are accepted for this position.

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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.

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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.