Business Operations Manager

Job Description

The University Innovation Alliance (UIA) is the leading consortium of large public research universities working together to improve outcomes for all students across the socioeconomic spectrum, particularly low-income students, first-generation students, and students of color. Our work is based on the simple proposition that when universities share ideas, challenges, and work together, they can accelerate innovations that help students graduate with a college degree. 

Under the leadership of the UIA’s Chief Network Officer, the Manager, Operations is responsible for overseeing the administrative, financial, and operational functions of the University Innovation Alliance, ensuring the efficient execution of day-to-day business activities within a fast-paced university setting. The role requires strong leadership and organizational skills, as well as a thorough understanding of higher education administration, financial management, and compliance with university policies and external regulations.

This position acts as a key liaison between academic and administrative departments, providing strategic support in budgeting, resource allocation, financial planning and human resources. The Business Operations Manager will develop and implement operational strategies to improve efficiency, streamline processes, and support the UIA’s mission and strategic goals.

Essential Duties

This position provides fiscal oversight and management for the University Innovation Alliance and is responsible for the day-to-day financial operations and long-range financial planning.

Financial Management and Operations

• Oversee and manage the financial functions, including budgeting, accounting, forecasting, and financial reporting.
• Manages, reconciles and audits monthly account and purchasing card transactions.
• Establishes controls for approval of various actions within functional responsibility, such as personnel actions and expenditures.
• Administers personal services budget, expenditures and revenues; reviews and authorizes purchase of supplies, services, and equipment.
• Analyzes and makes recommendations for staffing, capital equipment/improvement, supplies and service requirements.
• Develops recommendations for implementation of procedures for daily operations of assigned functions according to established policies; prepares and updates internal manuals.
• Identifies and implements operational efficiency improvements using financial metrics.
• Supports senior leadership with financial planning, workload management, and decision-making.

Procurement & Purchasing

• Receives, approves and processes all P-card purchases on behalf of the central team and manages P-Card exception requests as necessary.
• Receives, approves and submits request for Purchase Orders and Supplier Invoices and coordinates vendor registration, secures required documentation, processes ICC forms, prepares waiver requests and monitors payment requests. 
• Responsible for vendor management including training on ASU processes, policies and best practices.
• Analyzes and makes recommendations for equipment/improvement, supplies and service requirements.

Grants Management & Contracts

• Monitors and ensures compliance with grant documentation, reporting, and purchasing activities.
• Assists with grant proposal preparation including eligibility determination, administrative requirement preparation, budget development, portal registration and application submission.
• Manages necessary award modifications for existing projects including requests for change in scope, re budgets and no-cost extensions.
• Prepares or assist in the preparation of financial and administrative reports for grant funded projects.
• Assists with audits, ensuring compliance with auditing standards, sponsor guidelines and university policies
• Coordinates the issuance of outgoing agreements to member campuses including new membership agreements, MOAs, Data Sharing Agreements and modifications.

Financial Analysis, Planning and Budgeting

• Responsible for the preparation of organization budget and special project budgets; monitors revenue and expenditures against budget; identifies and explains variances; prepares budget revisions; maintains salary planning budgets.
• Provides regular metrics and reports to leadership.
• Analyzes and interprets statistical, financial and management planning data for decision- making purposes and strategic planning.
• Participates in long range planning processes.
• Handles special financial and analytical projects as needed.

People Operations Liaison

• Works with KE People Operations to coordinate personnel matters such as payroll actions, classification, recruiting, new hire actions, interviewing and selecting new staff, employee grievances, terminations or other applicable issues according to ASU policy.
• Oversight of Technology Subsidies requested to ensure payments are in line with ASU policy and procedures
• Performs routine payroll reconciliation and investigates bi-weekly payroll discrepancies and works as a liaison to KE People Operations to reach a solution.

Minimum Qualifications

Bachelor's degree in a field appropriate to the area of assignment AND five (5) years of related administrative experience, which includes three (3) years of supervisory experience; OR, Nine (9) years of related administrative experience, which includes three (3) years of supervisory experience; OR, Any equivalent combination of education and/or experience from which comparable knowledge, skills and abilities have been achieved.

Desired Qualifications

• Demonstrated knowledge of fiscal policies, grant accounting, and HR policies
• Experience with budget and financial software (e.g., Workday, PeopleSoft, ERA)
• Experience in financial transactions, payroll reconciliation, and PCard guidelines
• Experience with budget management, including preparation, forecasting, and monitoring
• Experience in Excel skills, including advanced formulas and pivot tables
• Experience processing purchases and adhering to institutional policies
• Demonstrated knowledge with recruitment processes
• Experience in analyzing reports, solving complex problems, and streamlining processes
• Evidence of effective communication and organizational skills
• Experience in supervising staff, managing multiple accounts, and strategic planning
• Demonstrated knowledge of accounting principles, including government accounting and financial control systems

Working Environment

ASU is a diverse enterprise with a wide variety of work and learning modes, locations, and a commitment to sustainability, innovation and employee work-life balance. We are determined to maintain our position as an employer of choice in a competitive labor market. While this position is based at the ASU Tempe campus, the following options may be offered dependent on department needs:

• Hybrid work is an arrangement where employees spend a minimum of 60% of their regular workweek at their primary ASU work location. Dean or vice president-level approval is required.  
• Remote work is an arrangement where the employee spends less than 60% of their regular workweek at a regularly assigned ASU work location. Executive vice president-level approval is required.  

This position will work in partnership with a virtual UIA central team and network of member campuses across the country. Activities are primarily performed in a regular, climate controlled office setting subject to extended periods of sitting, standing, walking.

• Use visual acuity and manual dexterity associated with daily use of desktop computer, bending, stooping, reaching and lifting up to 20 pounds.
• Clearly communicate to perform essential duties.
• Review of completed tasks; provides and reviews assigned work activities to team members for quality and achievement of set goals.

Salary: $50,000 - $75,600

This position is based in Tempe, AZ. To apply, please visit the ASU Jobs site.