"Administrative Operations Professional III (College of Information Science)"

Administrative Operations Professional III (College of Information Science)

Company: The University of Arizona

Job Location: Tucson, 85724

Category: Business and Financial Services

Type: Full-Time

Posting Number: req24063

Department: Information Science

Location: Main Campus

Address: Tucson, AZ USA

Position Highlights

The University of Arizona's College of Information Science invites you to apply to the role of Administrative Operations Professional III. This position provides semi-autonomous support to the Assistant Director and Assistant Dean in the management of a large portfolio ($25M+) by producing complex financial transactions, completing line-level budget entries, supporting budget development and maintenance, conducting audits, and producing high-quality reports and dashboards. This position collaborates with grant and research finance teams and provides support across leadership levels.

The role requires a deep understanding of finance and accounting principles, experience in developing and curating database reports and experience with financial audits. The successful candidate will be experienced, possess an appetite for learning, and be able to operate in both independent and directed environments. Written and presentation-based communication skills are highly valued, particularly as required to intersect with non-finance professionals.

Outstanding UA benefits include health, dental, and vision insurance plans; life insurance and disability programs; paid vacation, sick leave, and holidays; UA/ASU/NAU tuition reduction for the employee and qualified family members; retirement plans; access to UA recreation and cultural activities; and more!

The University of Arizona has been recognized for our innovative work-life programs. For more information about working at the University of Arizona and relocations services, please click here.

Duties & Responsibilities

• Financial Transactions
  • Perform business transactions including accounts payable (AP), payroll, contract accounts, and travel-related expenses.
  • Ensure financial transactions are accurate, compliant, and optimized for cost-effectiveness.
• Budget Management
  • Manage budget operations including creating, editing, and funding of budget lines and sub-accounts; process Request for Budget Change (RBC) and adjustments; manage non-RBC budget transactions.
  • Maintain and reconcile inherited accounts; manage line-level funding allocations and transfers.
  • Participate in budget meetings within and outside of the college.
• Reporting and Data Analysis
  • Develop, monitor, and update financial dashboards and college-level reports in Analytics and Kuali.
  • Perform ad hoc queries and generate reports to support strategic decision-making.
  • Present financial and audit data in clear, presentation-ready formats for various audiences, both internal and external to the College.
  • Ensure data integrity and consistency using Analytics and Kuali.
  • Respond to requests for budget and transaction data.
• Business Office Operations Support
  • Lead and support college-side human resources document management (e.g. offer letters, position descriptions, etc.)
  • Assist leadership in development of contracts, quotes, and bids.
  • Provide coverage up and down the chain of command during absences or periods of increased workload or transaction volume.
  • Supervise up to three subordinate staff members, providing guidance and oversight.
  • Support grant and research finance teams with budget and transaction activities.
• Audit and Compliance
  • Independently audit accounts and sub-accounts to ensure compliance with college and university policies; report on audit findings to a variety of audiences.
  • Lead targeted audits of sponsored projects, including pre-audit preparation for external agencies.
  • Produce GAAP-style audit reports and present findings to internal and external stakeholders.
  • Monitor financial activities for trends, duplication, and opportunities to leverage buying power.

Knowledge, skills, and abilities

• Expertise in Analytics or other appropriate database reporting tools (e.g., SQL, Crystal Reports, Access, etc.) including query and report development.
• Advanced Microsoft Excel skills.
• Proficiency with Microsoft Word, PowerPoint, Outlook, Teams, etc.
• High proficiency with written and spoken communication.
• Ability to manage fixed and ad-hoc independent work.
• Dedicated to fostering a supportive team environment.
• Understanding of financial audits.
• Excellent written and verbal communication skills.
• Ability to present complex information to both finance and non-finance professionals.
• Understanding of audit best practices.
• Knowledge of GAAP principles.
• Ability to work independently and as part of a team.
• Ability to lead teams and foster a collaborative work environment.

Minimum Qualifications

• Bachelor's degree or equivalent advanced learning attained through professional level experience required.
• Minimum of 5 years of relevant work experience, or equivalent combination of education and work experience.

Preferred Qualifications

• Bachelor's degree in Finance, Accounting, Business Administration or similar related field.
• Five (5) years of experience working in business operations for a mid-sized or larger agency (50+ staff, $10M+ annual operating budget).
• Documented experience supervising business office staff.
• Documented experience in audit or audit preparation.
• Documented experience with modern database systems.
• Experience with UA databases (e.g. Analytics, Kuali, etc.) is preferred.
• Documented experience working in the public sector or higher education.

FLSA: Exempt

Full Time/Part Time: Full Time

Number of Hours Worked per Week: 40

Job FTE: 1.0

Work Calendar: Fiscal

Job Category: Organizational Administration

Benefits Eligible: Yes - Full Benefits

Rate of Pay: DOE

Compensation Type: salary at 1.0 full-time equivalency (FTE)

Grade: 9

Career Stream and Level: PC3

Job Family: Administrative Operations

Job Function: Organizational Administration

Type of criminal background check required: Fingerprint criminal background check (security sensitive due to job duties)

Number of Vacancies: 1

Open Until Filled: Yes

Documents Needed to Apply: Resume and Cover Letter