Job Description

Job Profile:

Administrative Operations Specialist 3

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 five (5) 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:

Thunderbird School of Global Management is seeking a dynamic and detail-oriented professional to join the Business Office team. In this role, you’ll play a key part in supporting the school’s financial operations by performing a variety of technical and clerical accounting functions. This is a great opportunity for someone who is organized, eager to learn, and ready to contribute to a mission-driven, globally minded institution.

Salary Range: $65,000 - $70,000; to commensurate with education and experience

Essential Duties:

Grant Financial Management

• Manages grant financials throughout the pre award and post award lifecycle, including proposal budgets, financial monitoring, reporting, and closeout.
• Monitors and reconciles grant revenues, expenditures, commitments, payroll, and available balances against approved budgets and award periods.
• Reviews grant expenditures for allowability and compliance with sponsor requirements and ASU financial policies.

Invoicing, Payments & Financial Operations

• Reviews, processes, and tracks domestic and international invoices, payments, and reimbursements associated.
• Coordinates grant related vendor and supplier setup, consulting and speaker payments, contracts, and other purchasing and payment requirements.
• Prepares journal entries, accounting adjustments, and fund transfers and ensures appropriate use of worktags, spend categories, and funding sources.

Financial Reporting, Analysis & Compliance

• Prepares grant financial reports, budget to actual analyses, expenditure projections, and other financial information for principal investigators and management.
• Monitors spending and timelines to identify financial risks, discrepancies, underspending, or other issues requiring corrective action.
• Supports sponsor and ASU reporting, audits, and compliance reviews by reconciling financial information and maintaining appropriate supporting documentation.

Grant Operations & Process Improvement

• Maintains accurate grant financial records, data, and tracking tools in applicable ASU and Thunderbird systems.
• Partners with principal investigators, faculty, ASU administrative offices, and external partners to resolve grant related financial issues and support successful grant administration.
• Supports grant budget revisions, modifications, extensions, and closeout activities and identifies opportunities to improve financial processes, controls, and reporting.

Other Projects & Business Operations Support

• Supports special projects and other financial or operational initiatives based on department needs and priorities.
• Performs other duties as assigned in support of Thunderbird Business Operations and University objectives.

Desired Qualifications:

• Experience with grant financial administration, including budget monitoring, reconciliation, invoicing, and reporting.
• Experience interpreting and applying financial policies, grant requirements, contracts, and funding guidelines.
• Demonstrated ability to analyze financial data, identify discrepancies and risks, and independently research and resolve issues.
• Experience with financial systems and reporting tools, such as Workday, and proficiency with Microsoft Excel.
• Experience preparing financial reports, budget projections, and analyses and communicating financial information to stakeholders.
• Demonstrated ability to manage multiple priorities independently while maintaining accuracy and meeting deadlines.
• Bilingual in English and Spanish, or the ability to effectively communicate in both languages, is preferred.

Minimum Qualifications:

Bachelor's degree in a field appropriate to the area of assignment AND five (5) years of related experience; OR, Nine (9) years of related experience; OR, Any equivalent combination of experience and/or education from which comparable knowledge, skills and abilities have been achieved.

Working Environment:

• Activities are performed in an environmentally controlled office setting subject to extended periods of sitting, keyboarding and manipulating a computer mouse
• Frequently required to stand for varying lengths of time and walk moderate distances to perform work
• Regular activities require ability to quickly change priorities which may include and/or are subject to resolution of conflicts
• Ability to clearly communicate to perform essential functions
• Use office equipment including a calculator, telephone, computer (monitor, keyboard and mouse), printer, fax and copier
• Hybrid 2 days remote /3 days in office work is available for this position

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

• 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.

Department Statement:

The Thunderbird School of Global Management at Arizona State University is one of the finest global leadership and global management schools in the world with both graduate and undergraduate students. Solutions for the planet mean developing problem‐solvers from around the globe. From our world‐renowned faculty representing six continents to hundreds of outstanding students who join us every year from around the world, the Thunderbird School of Global Management welcomes and encourages quality and great value. It is one of the top global leadership and global management schools in the country, highly ranked for academics, practical research, and student outcomes.

Driving Requirement:

Driving is not required for this position.

Location:

Campus: Downtown Phoenix

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.