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 Description:The Herberger Institute for Design and the Arts (HIDA) is looking for a Manager of Finance and Operations to serve the ASU FIDM School and FIDM Museum in Los Angeles and Phoenix. The position is located in Los Angeles but supports both campus locations. This position will be responsible for a wide range of duties which include, but are not limited to budgeting, forecasting, reporting, procurement, oversight of student awards, human resource functions including coordinating hires, overseeing payroll actions, and coordinating with leadership and other operational support staff to meet the goals of the Institute.
The successful candidate will be a self-starter with an efficient work methodology, excellent customer service and communication skills, exceptional work qualities, an ability to coordinate multiple tasks autonomously and someone who can exercise sound judgment in decision-making.
Position Salary Range: - $90,000 - $108,000 annually within posted range
Essential Duties:- Prepares or participates in the preparation of financial and administrative reports; analyzes and interprets statistical, financial and management planning data for decision-making and strategic planning.
- Maintains knowledge of ASU practices and policies in order to provide daily policy guidance and direction to HIDA staff and faculty in order to ensure compliance related to all fiscal matters
- Ensures the day-to-day successful execution of all assigned fiscal duties, which may include purchasing, processing Workday documents, overseeing employee travel, approving Workday transactions, scholarship award management, planning, and account/PCard reconciliations for numerous accounts
- Oversees ASU FIDM Museum operations and fiscal transaction processing
- Routinely meet with Directors and/or HIDA leadership to review budgets, reforecast accounts, provide guidance and assist in navigating complex purchasing requests
- Manages all quarterly forecasting, annual budget submissions and other similar tasks for assigned accounts within required timeframes
- Ability to create spreadsheets and reports from various data sources
- Coordinates faculty, staff, and student recruitment, requiring familiarity with federal, state, and ASU employment practices.
- Processes payroll and personnel actions in accordance with HIDA policy and procedures.
- Acts as a liaison to the Office of Human Resources
- Assesses unit administrative and operational functions and sets general priorities and goals, develops and implements policies and procedures.
- Coordinates facilities and IT tickets to local operational support teams outside of HIDA.
- Provides tactical administrative and managerial advice to leadership and evaluates related proposed solutions.
- Manages, supervises and trains assigned staff and/or student workers and monitors work in progress. Reviews job performance consistent with department and university goals.
- Oversees space utilization, building repair and maintenance requests.
- Communicates with other departments and university administrators; resolves or assists with the resolution of problems and sensitive issues.
- Interprets ASU policies and procedures and develops internal processes on adhering to these policies.
- Performs other functions designated by program leadership or the HIDA Dean's Office.
Desired Qualifications:- Evidence of a Bachelor's Degree in Accounting, Finance or Business, including knowledge of principles, practices and methods of accounting and budgeting
- Experience using a financial management system in a higher education environment (Workday, preferred)
- Experience with Adaptive Planning, ASU's budgeting system
- Experience preparing, managing and forecasting multiple budgets
- Experience reconciling accounts
- Demonstrated knowledge of Concur and ASU travel policies and procedures
- Experience managing a departmental purchasing card and reconciliations
- Experience processing and approving scholarships in Peoplesoft
- Experience assisting in the operation of a fiscally sound environment
- Experience hiring, writing offer letters, and following HR procedures
- Familiarity with California employment regulations
- Evidence of effective customer service skills
- Experience working in a fast-paced environment with competing deadlines
- Experience in creating detailed and complex numerical computations and spreadsheets within Excel
Experience with Microsoft Office (i.e., Word, Excel, and Outlook) - Evidence of effective communication skills
Working Environment:- Activities are performed in an environmentally controlled office setting subject to extended periods of sitting, keyboarding and manipulating a computer mouse (75%); frequently required to stand for varying lengths of time and walk moderate distances to perform work (25%).
- Calculator, telephone, computer (monitor, keyboard and mouse), printer, fax and copier.
- This position receives regular review of objectives.
- This position is based at the ASU California Center in Los Angeles, California.
- This role will supervise a Business Operations Specialist role based in Phoenix, Arizona.
Driving Requirement:Driving is not required for this position.
Location:Off-Campus: Los Angeles
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:
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.
