Apply on Employer Site

Arizona State University · 1 day ago

SPECIALIST: ACADEMIC & OPERATIONS

Tempe, AZ

Full-time

Onsite

Mid Level

$52K/yr - $56K/yr

3+ years exp

Arizona State University is seeking a detail-oriented, service-driven Specialist: Academic & Operations to support faculty and staff at Barrett, The Honors College. The role involves coordinating travel and expenses, managing academic personnel processes, supporting faculty recruitment, and ensuring compliance across various operational activities.

EducationNon ProfitUniversities

Growth Opportunities

No H1B

Responsibilities

Act as a Concur delegate to coordinate faculty and staff travel requests and accurately reconcile expense reports

Review travel and reimbursement documentation to ensure full compliance with university, funding, and policy requirements

Advise faculty and staff on travel guidelines, reimbursement processes, and best practices to support timely and accurate submissions

Track travel-related expenditures, identify and resolve discrepancies, and troubleshoot system or policy-related issues

Process requisitions and oversee complex procurement workflows using Workday

Monitor contracts, purchase orders, and vendor invoices to ensure accuracy, compliance, and timely completion

Maintain detailed and accurate financial records for purchases, contracts, and reimbursements

Provide guidance to faculty and staff on procurement and purchasing procedures to promote consistency and policy adherence

Manage logistical and administrative aspects of faculty searches, including posting positions, organizing candidate materials, and maintaining required documentation

Support search committees by coordinating schedules, communications, and interview logistics

Ensure all recruitment activities align with university policies, procedures, and best practices

Prepare, process, and track Notices of Appointment (NOAs), renewals, and promotion materials

Maintain comprehensive records related to faculty appointments and governance to ensure deadlines and compliance standards are met

Support faculty governance activities, including bylaw maintenance and required disclosures

Collaborate with the Provost’s Office and academic leadership to efficiently facilitate personnel actions

Work in partnership with the International Students and Scholars Center (ISSC) to coordinate faculty visa and permanent residency processes, including H-1B and permanent residence cases

Collect, review, and submit required immigration documentation accurately and within established timelines

Serve as a primary point of contact for faculty regarding immigration-related processes and inquiries

Develop, maintain, and update internal resources, including intranet content and process guides related to travel, faculty personnel, and operational procedures

Qualification

Bachelor's degreeExperience in higher educationConcur proficiencyWorkday proficiencyInterfolio proficiencyFaculty appointment knowledgeVisaImmigration knowledgeProcurement systems experienceTravel claims processingProfessionalismCommunication skillsOrganizational skillsAttention to detail

Required

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

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

Evidence of a Bachelor's degree

Demonstrated experience with procurement systems and university purchasing policies

Demonstrated experience with processing travel claims and 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