Specialist: Academic & Operations

Job Profile:

Administrative Operations Specialist 2

Job Family:

Administrative Operations

Time Type:

Full time

Max Pay – Depends on experience:

$56,000.00 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:
Supports and instructs those served by the department with routine to intermediate queries, applies fundamental knowledge of multiple standards, policies and procedures, and maintains accurate and detailed records.

Job Description:

The Specialist: Academic & Operations plays a key role in supporting the academic and administrative functions of Barrett, The Honors College. This position coordinates faculty and staff travel, manages academic personnel processes, and provides administrative and operational support to ensure the smooth functioning of departmental activities. Responsibilities include overseeing travel and expense reporting, processing academic appointments and promotions, assisting with faculty searches, and supporting immigration and visa processes. The specialist also supports procurement and financial transactions, ensuring compliance with institutional policies and accurate documentation.

Success in this role requires exceptional attention to detail, strong customer-service orientation, sound judgment in handling sensitive information, and the ability to navigate complex university systems effectively.

Position Salary Range:

$51,500 - $56,000 per year/ DOE

Essential Duties:

Travel & Expense Coordination

• Serve as a Concur delegate to process travel requests and reconcile expense reports for faculty and staff.

• Ensure all travel and expense documentation complies with university and funding policies.

• Provide guidance on travel policies, reimbursement procedures, and best practices for timely submission.

• Monitor travel-related expenses, troubleshoot discrepancies, and resolve system or policy-related issues.

Procurement & Contract Management

• Process requisitions and manage complex procurement workflows in Workday.

• Track contracts, purchase orders (POs), and vendor invoices to ensure accuracy, compliance, and timely closure.

• Maintain accurate financial records related to purchases, contracts, and reimbursements.

• Advise faculty and staff on purchasing and procurement procedures to promote consistency and compliance.

Faculty Recruitment & Search Coordination

• Coordinate logistics for faculty searches, including posting job announcements, compiling candidate materials, and maintaining documentation.

• Provide administrative support to search committees, including scheduling, communications, and interview coordination.

• Ensure all search activities comply with university policies and best practices.

Academic Personnel Administration

• Prepare, process, and track Notices of Appointment (NOAs), renewals, and promotion documentation.

• Maintain records of faculty appointments and governance materials to ensure deadlines and compliance requirements are met.

• Support faculty governance processes, including bylaw management and disclosure documentation.

• Liaise with the Provost’s Office and academic leadership to facilitate personnel actions efficiently.

Faculty Visa & Immigration Support

• Partner with the International Students and Scholars Center (ISSC) to coordinate visa and permanent residency processes (H-1B, green card, etc.).

• Collect, verify, and submit required documentation in a timely and compliant manner.

• Serve as a point of contact for faculty regarding immigration procedures and related questions.

Process Documentation & Training

• Maintain and update internal resources, including intranet pages and process guides related to travel, faculty personnel, and operations.

• Provide training and support to faculty and staff to promote understanding and compliance with university procedures.

Desired Qualifications:

· Experience working in higher education.

· Proficiency in university systems such as Concur, Workday, and Interfolio.

· Demonstrated knowledge of faculty appointment and promotion processes.

· Familiarity with visa and immigration procedures for academic personnel.

· Strong written and verbal communication skills.

· Bachelor’s degree in business administration, higher education, or a related field preferred.

· Demonstrated experience of procurement systems and university purchasing policies.

· Demonstrated experience with processing travel reimbursements

· Strong organizational and time-management skills with attention to detail and follow-through.

· Ability to maintain professionalism and composure when handling confidential or sensitive matters.

· Experience developing or improving administrative procedures and process documentation.

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 for varying lengths of time and walk moderate distances to perform work. Frequent bending, reaching, lifting, pushing, and pulling up to 25 pounds. Regular activities require the ability to change priorities quickly. Ability to clearly communicate verbally, read, write, see, and hear to perform essential functions. 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.

All applicants must submit a cover letter and resume to be considered.

Department Statement:

Barrett, The Honors College: Established in 1988, Barrett, The Honors College at Arizona State University is a selective four-year residential college offering innovative honors courses, study abroad, research opportunities, and merit scholarships to high-achieving and highly-engaged undergraduates at all four ASU campuses. Barrett has more than 7,000 students at the Tempe, Downtown, Polytechnic and West campuses of ASU. Barrett students benefit from the vast resources and numerous opportunities at ASU, one of the nation’s largest and most innovative universities, located in the fifth-largest metropolitan area in the United States.

Barrett Honors College has received many accolades, including being called “the gold standard” among honors college in the nation by the New York Times and “Best Honors College” in the United States by Reader’s Digest. USA Today named ASU one of the 100 Best Value Colleges and cited Barrett as “outstanding.” The 2021 Fiske Guide to Colleges cites Barrett Honors College as one reason why Arizona State University is among the top 10 “Best Buy” public schools in the United States. Specifically, the guide spotlights the “ambitious honors projects” at Barrett Honors College. For more information, please visit our website at: http://barretthonors.asu.edu/home/

Employees of Barrett have the opportunity to help further the mission of serving high achieving students. We have a spirit of going above and beyond. If you are looking for a position that is student centric along with a desire to make a difference, we would encourage you to join our team.

ASU offers a total compensation package that includes valuable employee benefits, healthcare, retirement, tuition reduction program (eligible ASU Employee, their dependents and spouse), financial security, discounts, family resources and more. Explore ASU’s benefits options and degree program offerings.

Estimate the value of your total compensation: https://cfo.asu.edu/compensation-estimator.

The ASU Community has demonstrated it can adapt and respond quickly to change — even during a pandemic — from different learning modes to remote work to ensure students and university employees can thrive. Though we may deliver support services virtually, in-person or both, we consider the primary worksite an ASU campus or location and we prioritize in-person presence in our community to fulfill our charter. We also understand flexible work arrangements can offer benefits for employers and employees such as retention, sustainability and work-life balance. Where ASU policy and the nature of the work permits, we support opportunities for remote work, flex time, or similar arrangements.
Applicant must be eligible to work in the United States; ASU/Barrett, The Honors College will not be a sponsor for this position. For additional information please see:
https://www.uscis.gov/i-9

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$14761.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.

Need help finding the right job?

We can recommend jobs specifically for you! Create a custom Job Alert by selecting criteria that suit your career interests.

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 .

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.