Business Operations Manager

Job Profile:

Administrative Operations Manager 1

Job Family:

Administrative Operations

Time Type:

Full time

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:

Manages the routine operations of a department within the division. Monitors budget, implements strategic priorities, and prepares reports for senior management.

Job Description:

The ASU Art Museum in the Herberger Institute for Design and the Arts at Arizona State University is seeking a Business Operations Manager to lead, develop, manage, and oversee the museum’s business, financial and human resources operations. This position is responsible for a broad portfolio that includes budgeting, forecasting, financial reporting, grants, strategic and resource planning, procurement, travel, human resources and student employment, payroll and timekeeping, internal controls, and operational process improvement

The Business Operations Manager serves as a key partner to the Director and museum leadership, providing financial and operational analysis, developing effective administrative systems and controls, and translating institutional priorities into sustainable financial and staffing plans. The position coordinates business operations support across museum functions and helps ensure responsible stewardship of university, grant, and other museum resources.

The successful candidate is expected to demonstrate considerable initiative in meeting deadlines, anticipating operational needs, and identifying opportunities to improve and streamline processes. This individual will be a self-starter with an efficient and organized approach to work, excellent customer service and communication skills, sound judgment, and the ability to independently manage multiple priorities and complex responsibilities.

Position Salary Range: ​

• $76,241 - $80,000 annually

Essential Duties:

Business Operations Management & Supervision

• Lead and oversee the museum’s day-to-day business operations, ensuring effective, accurate, and timely support across museum functions.

• Supervise the Business Operations Specialist and other assigned personnel, including establishing priorities, delegating responsibilities, reviewing work, managing workload, and supporting professional development.

• Provide direction, training, coaching, and guidance to assigned staff while promoting effective customer service, accountability, and continuous improvement.

• Establish and maintain clear roles, workflows, internal controls, procedures, and service expectations for business operations functions.

• Coordinate fiscal support for Curatorial, Exhibitions, Education, Collections, Development, Marketing/Communications, Visitor Services, Security, Facilities, and other museum functions.

• Foster a culture of collaboration, accountability, data-informed decision-making, customer service, and responsible stewardship of resources.

• Coordinate with internal and external auditors and university partners in support of financial reviews, audits, and compliance requirements.

• Financial Management, Budgeting & Reporting

• Develop, administer, monitor, and forecast museum operating budgets and other financial resources in collaboration with the Director, museum leadership, and appropriate university partners.

• Prepare and analyze financial reports, forecasts, projections, reconciliations, and other management information to support operational and strategic decision-making.

• Monitor revenues, expenditures, commitments, balances, and financial activity to identify trends, risks, variances, and opportunities requiring management attention.

• Coordinate financial activities and reporting with the museum’s outside nonprofit accounting consultant/CPA, as appropriate.

• Support fiscal year planning, year-end activities, audits, reconciliations, and other financial reporting or compliance requirements.

• Develop and maintain appropriate financial procedures, documentation, controls, and records to support accuracy, transparency, compliance, and responsible stewardship.

• Provide financial analysis and recommendations to museum leadership regarding resource allocation, operational priorities, institutional initiatives, and fiscal sustainability.

Grants Administration

• Develop, administer, monitor, and forecast museum operating budgets and other financial resources in collaboration with the Director, museum leadership, and appropriate university partners.

• Prepare and analyze financial reports, forecasts, projections, reconciliations, and other management information to support operational and strategic decision-making.

• Monitor revenues, expenditures, commitments, balances, and financial activity to identify trends, risks, variances, and opportunities requiring management attention.

• May occasionally coordinate financial activities and reporting with the museum’s outside nonprofit accounting consultant/CPA, as appropriate.

• Support fiscal year planning, year-end activities, audits, reconciliations, and other financial reporting or compliance requirements.

• Develop and maintain appropriate financial procedures, documentation, controls, and records to support accuracy, transparency, compliance, and responsible stewardship.

• Provide financial analysis and recommendations to museum leadership regarding resource allocation, operational priorities, institutional initiatives, and fiscal sustainability.

Human Resources, Personnel & Student Employment

• Provide administrative oversight and coordination of museum human resources and personnel functions in accordance with ASU policies and procedures.
• Support museum leadership and supervisors with recruitment, hiring, onboarding, employee changes, performance management, professional development, separations, and other personnel processes.
• Coordinate and oversee student hiring and student employment administration, including position and hiring processes, onboarding, employment changes, timekeeping, payroll coordination, and other required student personnel transactions.
• Provide guidance to supervisors regarding student hiring procedures, timelines, documentation, and administrative requirements.
• Coordinate with university Human Resources, student employment resources, and other appropriate university offices on personnel policies, procedures, transactions, and administrative requirements.
• Oversee payroll and timekeeping administration and help ensure employee and student personnel transactions and records are completed accurately and on schedule.
• Maintain appropriate confidentiality and oversight of sensitive personnel information and records.
• Provide guidance to supervisors and employees regarding applicable personnel processes, policies, deadlines, and administrative requirements.

Procurement, Travel & Administrative Operations

• Oversee and coordinate procurement, purchasing, contracting, travel, reimbursements, and related administrative processes in accordance with university requirements.
• Provide guidance to museum staff regarding purchasing, travel, reimbursement, and other business procedures and documentation.
• Monitor business transactions and supporting documentation to promote accuracy, timeliness, appropriate authorization, and compliance with applicable policies and procedures.
• Coordinate with university administrative offices, vendors, consultants, and other partners to resolve operational and transactional issues.
• Develop and maintain procedures and tools that support efficient and consistent procurement, travel, and administrative practices across the museum.

Strategic Planning & Resource Management

• Participate in long-range planning and translate institutional and museum priorities into actionable financial, staffing, and operational plans.
• Analyze staffing, capital, facilities, technology, supplies, services, and other operational resource needs and provide recommendations to museum leadership.
• Evaluate financial performance and resource utilization in collaboration with the Director and recommend strategies to strengthen fiscal sustainability and operational effectiveness.
• Provide financial and operational analysis to support leadership decision-making, strategic initiatives, institutional planning, fundraising priorities, and resource allocation.
• Support museum-wide initiatives requiring business planning, financial analysis, administrative coordination, staffing analysis, or operational implementation.
• Anticipate emerging operational needs and risks and recommend solutions that support the museum’s short- and long-term objectives.

Other Responsibilities

• Serve as a knowledgeable resource and liaison between the museum and relevant university business offices.
• Maintain current knowledge of applicable university business, financial, human resources, grant, procurement, travel, and administrative policies and procedures.
• Exercise independent judgment and initiative in resolving complex business and operational matters and escalating issues when appropriate.
• Perform additional duties and special projects as assigned in support of the museum’s financial, administrative, personnel, and operational objectives.

Desired Qualifications:

• Demonstrated experience managing complex business and financial operations, including budgeting, forecasting, financial analysis and reporting, procurement, internal controls, and resource planning.
• Experience supervising, training, and developing staff, with demonstrated ability to establish priorities, manage workloads, strengthen administrative processes, and foster accountability and excellent customer service.
• Demonstrated experience with human resources and personnel administration, including recruitment, hiring, onboarding, payroll and timekeeping, employee changes, and student or temporary employment processes.
• Experience administering grants, restricted funds, or other complex funding sources, including budget development, expenditure monitoring, financial reporting, compliance, and closeout activities.·
• Demonstrated ability to interpret and apply institutional policies and procedures, exercise independent judgment, manage multiple complex priorities, and develop effective systems and process improvements within a large or complex organization.
• Knowledge of and experience working within museums, arts and cultural organizations, higher education, or other mission-driven environments, with an understanding of the financial and administrative requirements associated with supporting exhibitions, programs, collections, education, development, and other institutional activities.

Working Environment:

• Activities are performed in an environmentally controlled office setting subject to extended periods of sitting, keyboarding and manipulating a computer mouse 75 percent; required to stand for varying lengths of time and walk moderate distances to perform work 10 percent.
• Frequent bending, reaching, lifting, pushing and pulling up to 25 pounds 15 percent.

Department Statement:

The Herberger Institute comprises six schools: ASU FIDM; the School of Art; The Design School; The Sidney Poitier New American Film School; The GAME School; and the School of Music, Dance and Theatre; as well as the ASU Art Museum and the ASU FIDM Museum. With programs ranked top 20 and more than 135 degree and certificate options in art, architecture, dance, design, fashion, film, gaming, media arts and sciences, music, and more, plus expert faculty, state-of-the-art immersive media facilities, notable performing arts venues, and national and international partnerships, the Herberger Institute is a powerhouse of art, culture and design and a model of inclusive excellence.

In a rapidly changing world, design and the arts aren’t luxuries—they’re essential. At the Herberger Institute, we harness the transformative power of creativity to solve real-world challenges and shape a more compassionate, connected future.

Our students work across disciplines—combining science, engineering, design, storytelling and the arts—to create solutions that benefit people and the planet. We’re expanding access, removing barriers and providing the resources students need to thrive, because the talent to shape the future is already here.

Together, we’re designing not just new careers, but new systems of care, connection and possibility.

https://herbergerinstitute.asu.edu/

Why work at ASU - https://cfo.asu.edu/why-work-asu: Total compensation at ASU is defined as more than the salary paid for the valuable work performed to support the success of our ASU students. It includes:

• Salary and wages paid
• Comprehensive package of affordable benefit plans and programs
• Access to world-class educational opportunities at deeply discounted rates
• ASU's total compensation estimator shows the approximate value of your overall compensation

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.

Flexible work options

• Alternative work schedules can include four, 10-hour workdays in a workweek; a nine-day, 80-hour schedule over two workweeks for exempt employees only; and staggered start and stop times.
• 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.

Driving Requirement:

Driving is not required for this position.

Location:

Campus: Tempe

Funding:

No Federal Funding

Instructions to Apply:

Current employees, student workers seeking staff opportunities, and students applying for student worker positions must apply directly through the Workday Jobs Hub.

To be considered, your application must include all of the following attachments:

• Cover letter
• Resume or CV

Multiple documents may be uploaded in the attachments section. Alternatively, applicants may combine all required materials into a single PDF for submission. Please ensure uploaded documents are clearly labeled and include your name.

Please ensure your resume includes all employment information in month and year format, for example 6/04 to 8/14, along with job title, job duties, and employer name for each position. Your resume should clearly demonstrate how your experience and background meet the minimum and desired qualifications for this position. Incomplete applications or missing required materials may not be considered.

Important: Do not withdraw your application to make edits. Once an application is withdrawn, it cannot be edited, reactivated, or replaced with a new submission. If you have questions or need assistance, please contact The Office of Human Resources Talent Acquisition before the posting close date.

Graduate Assistant, Intern and part-time positions are counted as half time for experience equivalency, meaning one year equals six months of experience.

Only electronic applications will be accepted for this position. By submitting an application, you confirm that the information provided is accurate and complete.

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.

ASU’s comprehensive benefits package is a key part of your total compensation. Visit the ASU Compensation Estimator

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.

This listing was sourced from 4dayweek.io.