Business Operations Manager – West Valley campus

Arizona State University

Business Operations Manager – West Valley campus

FDM FM West

Campus: West Valley

104216BR

Job Description

Facilities Development and Management (FDM), West Valley campus, seeks a Business Operations Manager to administer and control the business operations functions in the department as part of the FDM Business Operations team. These functions include budgeting, accounting, staff supervision, strategic planning, inventory control, internal procedures and other functions designated by the Director.

Looking for an employer that offers you solid growth opportunities, as well as an inclusive culture and work/life balance? ASU offers the following employee benefits to enhance the total compensation of its staff:

• Flexible work schedules
• 22 days of vacation leave, 12 days of sick leave and 10 paid holidays annually for all staff
• World-class educational opportunities at deeply discounted rates for employees and eligible family members through its employee tuition reduction program. For more information visit https://cfo.asu.edu/reduced-tuition
• 12 weeks of paid parental leave following the birth or adoption of a child
• Comprehensive and very affordable benefits package including dental, vision, and life insurance benefits. More information available at https://cfo.asu.edu/benefits
• Retirement program designed to promote long-term savings and provide income upon retirement which includes Arizona State Retirement System (ASRS)
• Paid time for volunteer and professional development
• Wellness program for preventative health education and screenings
• Disability and leave program for income protection
• Free and confidential Employee Assistance services, helping to manage personal difficulties or life challenges
• ASU Discounts to sports/events along with discounts with ASU partnerships

Salary Range

$66,000 - $70,000 per year, commensurate with experience and education. ASU offers a comprehensive benefits package with the State of Arizona.

Close Date

13-September-2024

Essential Duties

• Supervise work of subordinate personnel, which includes hiring, termination, discipline, performance evaluation, work planning, etc. 
• Assist in preparation and/or coordination of major operational and special budgets. 
• Prepare or participate in the preparation of financial and administrative reports. 
• Analyze and interpret statistical, financial and management planning data for decision-making and strategic planning.
• Generate budget and financial status reports.
• Review and authorize purchase of supplies, services, and equipment.
• Approve transactions within designated limits.
• Process payments, requisitions, and other GOT (state) and locally-funded transactions in the Workday financial system
• Generate budgets (current fiscal year forecasting and new fiscal year budgets) in Workday Adaptive Planning budget system.
• Perform detailed cost and financial analysis, forecasts and projections reflecting interrelationships of accounting data.
• Prepare or assist in the preparation of special accounting studies.
• Conduct reconciliations.
• Prepare journal entries, determine proper handling of financial transactions.
• Issue to department personnel as appropriate, purchasing cards and fuel cards. 
• Conduct timely reconciliations of department purchasing cards and fuel cards. 
• Ensure appropriate departmental accounting internal controls and checks and balances are in place for all processes (financial and otherwise). 
• Control department records and inventory functions.
• Assist in internal and external audits.
• Prepare and review weekly and monthly error and reconciliation reports in a timely manner.
• Utilize the computer to financially track progress of facility work requests in the TMA work order system
• Coordinate, route and track progress of facility work requests. 
• Process work order charges from internal and external service providers.
• Generate and monitor periodic TMA reports.
• Forge working relationships with internal and external customers. 
• Keep informed of, interpret and apply pertinent rules, regulations, policies and procedures set forth by university or other governing agencies.
• Develop recommendations for implementation of procedures for daily operations of assigned functions according to established policies. 
• Assist FDM staff with their travel requests and travel expense reports in the ASU travel system, Concur.
• Use ability to clearly communicate to perform essential functions.

DAYS AND SCHEDULE: Monday-Friday 8:00AM-5:00PM

Flexible Work This position is eligible for flexible work options, including alternative work schedules or hybrid remote work schedules where employees spend a minimum of 60% of their regular workweek at their primary ASU work location, subject to approvals per ASU policy.

Minimum Qualifications

Bachelor's degree in a related field and six (6) years of directly related administrative experience which includes three (3) years of supervisory experience; OR, Ten (10) years of directly related administrative experience which includes three (3) years of supervisory experience; OR, Any equivalent combination of experience, and/or education from which comparable knowledge, skills and abilities have been achieved.

Desired Qualifications

Experience in:

• fund/government accounting
• preparing financial ad-hoc status reports
• creating reports in Excel and databases
• on-line financial systems (e.g. Workday, Advantage, etc.)
• working with a computerized maintenance management work order system (e.g. TMA).
• extracting financial information from a data warehouse utilizing a query program
• preparing detailed reconciliations

Knowledge of:

• local budget process and fiscal year-end procedures
• financial transaction processing in a financial software system
• financial reconciliation processes

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.
• Required to stand/sit for varying lengths of time and travel moderate distances to perform work.
• 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.
• May have to occasionally lift and carry file boxes/reams of paper.
• Drives University vehicles and/or carts.

Department Statement

ASU Facilities Development and Management (FDM) maintains and services all university-owned property and develops and constructs innovative and sustainable facilities. FDM’s vision is to contribute to and guarantee the success of the university’s mission by creating and caring for the ASU campus and environment. We provide quality customer service, effectively steward our resources, and meet the needs of the university through creative and collaborative efforts.

Facilities Development and Management at ASU employment requires current eligibility to legally work in the United States. Facilities Development and Management will not be a sponsor for this position.

This position is located at the West campus, 4701 W. Thunderbird Road, Glendale, AZ. 

Must possess a valid Arizona driver's license (minimum of Class D) upon employment and maintain throughout employment. Post-offer of employment, selected candidate must possess an acceptable driving record which is 5 or fewer points in the most recent 39 month period from date of hire.

This position is considered safety/security sensitive and will include a fingerprint check. Employment is contingent upon successful passing of all background, including fingerprint checks.

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 intellectual and cultural diversity, 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

Arizona State University is a VEVRAA Federal Contractor and an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, 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/relocation-services.

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.

Instructions to Apply

Application deadline is 3:00pm Arizona time on the day indicated.

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.

Please include cover letter.

Work reference history information for 3 current and/or former supervisors will be requested at time of interview.  

Only electronic applications are accepted for this position.

IMPORTANT NOTE: What is the meaning of “equivalent combination” in the minimum qualifications? It means one year of higher education or 24 credit hours, is equal to one year of experience. For example, a four year Bachelor’s degree is equal to four years of experience.

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