Business Operations Specialist- W. P. Carey School of Business at ASU

Job Description:

The W. P. Carey School of Business, Graduate Programs Office is currently seeking an organized, detailed individual who is self-motivated and understands how to meet support service needs and perform business operations functions within a highly productive, service-oriented environment. This individual will work in collaboration with various departments within the Graduate Programs office to accomplish job duties while performing varied advanced business operations and administrative work. This ideal candidate must be able to work independently, maintain confidentiality, and utilize sound judgment, while possessing keen attention to detail and exhibiting a high degree of adaptability. 

Days and Schedule:

Monday-Friday 8:00 AM to 5:00 PM. Some evenings and weekends may be required

Essential Duties

•    Answers phones, greets visitors, and directs questions to appropriate offices for resolution
•    Executes a variety of office administrative and business operations support activities on behalf of the leadership of the Graduate Programs Office such as composing correspondence on own initiative, interpreting and explaining established university and unit policies and procedures in response to inquiries from a variety of sources, and summarizing reports and information to facilitate review by the administrative staff
•    Investigates, evaluates, and resolves problems within scope of position
•    Provides office operations support such as scheduling and coordinating meetings and special events with faculty, staff, students as well as external constituents, receiving and directing incoming mail, and responding to inquiries
•    Maintains and updates databases and spreadsheets; pulls reports using PeopleSoft and/or other software programs; prepares special and recurring reports containing specialized or sensitive information 
•    Supports planning and coordination of conferences, meetings and/or special events under general direction from Assistant Dean and communicates arrangements to appropriate individuals
•    Assists with and maintains records of office coordination including moves, signage, phones, and keys
•    Implements new policies, procedures and practices impacted by decisions made by the GPO leadership 
•    Arranges necessary travel reservations and itineraries; anticipates and prepares support materials needed
•    Acts as liaison to faculty, staff, and external constituents in an academic and administrative capacity
•    Provides backup systems support throughout the department, including but not limited to McCord Hall scheduling, course evaluations, website monitoring, etc.
•    Orders and inventories supplies and SWAG for GPO
•    Supports GPO operations. This includes responsibilities such as grade entry, locker assignments, course evaluations, grading completion reports, purchases, disbursement forms 
•    Works within established budgets, makes approved payments and handles disbursement form process
•    Supports event administrative support with logistics
•    Other general administrative and operational duties, as assigned
•    Manages incoming email to department aliases, such as WPCgrad@asu.edu 
•    Supervises the front desk workers, including weekly coverage schedule and daily operational tasks are successfully completed. 
•    Provides support for posting and maintaining the hire process for student workers within Graduate Programs.

Minimum Qualifications

Bachelor's degree in a field appropriate to the area of assignment AND three (3) years of related experience; OR, Seven (7) years of related experience; OR, Any equivalent combination of experience and/or education from which comparable knowledge, skills and abilities have been achieved.

Desired Qualifications

•    Experience hiring and supervising students
•    Experience in providing administrative and business operations support
•    Experience in handling confidential files
•    Experience with budgetary decision-making and implementation
•    Experience working with students in a higher education/university environment
•    Experience in interpreting and implementing administrative and academic practices and principles
•    Experience in establishing, developing, and maintaining strong working relationships within a large office environment
•    Demonstrated ability to work with technology (i.e. PeopleSoft, Salesforce, Microsoft Office applications, Canvas, Google Docs, Slack)
•    Demonstrated use of effective verbal and written communication skills
•    Experience in problem-solving and decision-making
•    Experience using organization, detailed-oriented skills while prioritizing multiple tasks in a fast-paced, service-focused, team-based environment

Working Environment

Activities are primarily performed in a regular, climate-controlled office setting subject to extended periods of sitting, standing, walking. Visual acuity and manual dexterity associated with daily use of desktop computer; bending, stooping, reaching, lifting and pushing objects of varying weights up to 50 pounds. Ability to clearly communicate verbally in English, read, write, see and hear to perform essential duties. May include exposure to external environment/climate conditions including walking on uneven surfaces, climbing and high temperatures.

Department Statement

The W. P. Carey School of Business at Arizona State University is one of the largest business schools in the United States with more than 15,000 students and 100,000 alumni worldwide. From our world-renowned faculty representing six continents to thousands of outstanding students who join us every year, the W. P. Carey School welcomes diversity and encourages global thinking. The W. P. Carey School is internationally recognized for its leadership in business education, groundbreaking research and innovation, and renowned faculty, making us one of the top-ranked business schools in the country. Learn more at wpcarey.asu.edu

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 80,000 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.