Job Summary:
Under general direction, the Event Budget Specialist contributes to financial planning and budget coordination for events and day-to-day department operations for Special Events, Scheduling and Protocol. Analyzes financial data, creates budget-to-actual comparisons, prepares financial reports, and coordinates with event planners and department staff on budget-related matters. This role requires advanced proficiency in software like PeopleSoft, Excel, strong analytical skills, a solid understanding of financial and accounting principles, and is skilled in handling multiple administrative responsibilities in a fast-paced environment and adjusting efficiently to changing needs.
Responsibilities:
Events Contract/Budget Analysis
Performs independent analytical work that contributes to financial planning and budget oversight for events ensuring compliance with system, campus and department policies and procedures. Demonstrates the ability to establish priorities, set timelines, and meet deadlines associated with budgeting and event coordination.
Key responsibilities include:
- Creates, monitors, and tracks event rental agreements, ensuring all terms, conditions, and requirements are accurately documented. Prepares and distributes agreements to clients in a timely manner, follows up as needed for signatures and documentation, and maintains organized records.
- Analyzes and maintains budgets for event rentals or programs, monitor spending, and reconcile financial data.
- Prepares detailed financial reports and budget-to-actual comparisons, ensuring that all expenses align with signed agreements.
- Analyzes financial data to identify trends, make projections, and provide recommendations to inform decision-making. Evaluates and makes recommendations based on their knowledge in order to meet programmatic goals.
- Ensure all financial activities comply with relevant university policies and procedures, including reviewing expenditures for allowability.
- Work with event organizers, program coordinators, and administrative staff to ensure financial goals are met and to resolve budget-related issues.
- Research vendors and purchase event related equipment.
Operations Administration
Monitors the day-to-day financial operations of the department and ensures compliance with university and systemwide fiscal policies and procedures. Provides fiscal coordination, analysis, and administrative support to ensure the effective management of departmental budgets and expenditures. Ability to interpret and apply a wide variety of policies and procedures. Skilled in handling multiple administrative responsibilities in a fast-paced environment and adjusting efficiently to changing needs.
Key responsibilities include:
- Reconciles monthly financial reports, including travel and corporate card expenditures for departmental staff.
- Prepares and enters requisitions and purchase orders to support operational, event, and commencement activities.
- Processes and submits invoices for payment in accordance with university guidelines.
- Coordinates monthly Requests for Invoices (RFI) and chargebacks to ensure accurate and timely accounting.
- Performs departmental payroll functions, ensuring accuracy and adherence to university policies
- Compiles and analyzes financial data to support annual reporting and audit requests.
Event Support
- On-site event support as needed.
- Other Classification-Related duties as assigned.
Minimum Qualifications:
- Equivalent to a bachelor’s degree in a related field
- Two years of relevant experience. Additional experience which demonstrates acquired and successfully applied knowledge and abilities shown above may be substituted for the required education on a year-for-year basis. An advanced degree in a related field may be substituted for the required experience on a year-for-year basis.
Required Qualifications:
- Working knowledge of financial, budgetary, and accounting principles and practices.
- Working knowledge of the principles and practices of public finance, administrative, personnel fiscal management, and cash-flow management.
- Working knowledge of research techniques and statistical principles and procedures.
- General knowledge of the principles of position control and budgetary alignment.
- Advanced proficiency in using financial system, word processing and spreadsheet software and applications.
- Strong analytical skills in order to evaluate and interpret data to develop sound conclusions and recommendations.
- Ability to define problem areas, collect data, perform preliminary analyses, make appropriate recommendations, and prepare clear and concise analytical comments.
- Strong communication and interpersonal skills to effectively present information and ideas and advise managers, staff, and faculty regarding budgeting policies and procedures.
- Ability to lead and train others.
Preferred Qualifications:
- Master's degree is preferred
- 2+ years of experience with coordinating event and departmental budgets on a university campus. Knowledge of financial, budgetary, and accounting principles, potentially including CSU and CSUSB policies and procedures.
- Possess strong computer skills. Working knowledge of key software such as EMS, Excel, PeopleSoft, etc.
- A general knowledge of event practices is preferred.
- Ability to work with a highly diverse population including off campus clients such as: donors, non-profits, commercial programs, community members and the ability to work cooperatively with on-campus individuals including students, clubs, organizations, staff, faculty and administrators.
- Knowledge of investigative and analytical skills to resolve problems with broad administrative impact and implications.
- Ability to anticipate problems and address them proactively.
- Strong written and oral communication skills, along with excellent interpersonal skills.
Compensation and Benefits:
The salary offered will take into account internal equity and experience among other factors.
Initial salary step placement will be Step 1 ($5,178/month) for qualified candidates.
CSU Classification Salary Step Range: $5,178 - $7,543 per month (Step 1 – Step 20)
The CSU system provides a comprehensive benefit package that includes medical, dental and vision plans, membership in the California Public Employees Retirement System (CalPERS), sick and vacation time, and 15 paid holidays a year. Eligible employees are also able to participate in the fee waiver education program. A summary of benefit information can be found here.
Position Information:
Full-time Exempt Probationary
Academic year schedule: Monday through Friday (8:00 am – 5:00 pm), some evenings/weekends.
Summer schedule: Monday through Thursday (7:00 am - 5:30 pm), some evenings/weekends.
The application deadline is: January 8, 2026
As of January 1, 2022, the CSU Out-of-State Employment Policy prohibits the hiring of employees to perform CSU-related work outside the state of California.
California State University, San Bernardino is not a sponsoring agency for staff or management positions (i.e. H1-B Visas).
CSUSB is not an E-Verify employer and cannot support visa holders with certain requirements (e.g., H1B, F1, STEM OPT).
Conditions of Employment
Background Check
Satisfactory completion of a background check (including a criminal records check) is required for employment. CSU will make a conditional offer of employment, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Failure to satisfactorily complete the background check may affect the continued employment of a current CSU employee who was conditionally offered the position.
Drivers License Check
Possession of a valid Driver's License is required. Employees in this position will be enrolled in the Department of Motor Vehicles (DMV) Government Employer Pull Notice Program which confirms possession of a valid driver's license and reflects driving record.
Mandated Reporter
The person holding this position is considered a `mandated reporter' under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment.
I-9
CSUSB hires only individuals lawfully authorized to work in the United States. In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire. See Form I-9 Acceptable Documents at https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents.
Statement of Commitment to Diversity
In our commitment to the furthering of knowledge and fulfilling our educational mission, California State University, San Bernardino seeks a campus climate that welcomes, celebrates, and promotes respect for the entire variety of human experience. We welcome people from all backgrounds, and we seek to include knowledge and values from many cultures in the curriculum and extra-curricular life of the campus community. We will create, promote, and maintain activities and programs that further our understanding of individual and group diversity. We will also develop and communicate policies and promote values that discourage intolerance and discrimination.
California State University, San Bernardino is proud to be an Affirmative Action/Equal Opportunity Employer. We recruit, hire, train, and administer all personnel actions without regard to race, ethnicity, religion, color, caste, national origin, ancestry, age, sex, gender, gender identity, gender expression, sexual orientation, socioeconomic status, genetic information, medical condition, disability, marital status, protected military or veteran status, or any other status protected by applicable law. This position adheres to CSU policies against Sex Discrimination, Sexual Harassment, and Sexual Violence, including Domestic Violence, Dating Violence, and Stalking. This requires completion of Sexual Violence Prevention Training within 6 months of assuming employment and on a two-year basis thereafter. (Executive Order 1096) For more information about Diversity & Inclusion at CSUSB, please visit https://www.csusb.edu/human-resources/diversity-inclusion
Closing Statement:
Reasonable Accommodation
We provide reasonable accommodations to applicants and employees with disabilities. Applicants with questions about access or requiring a reasonable accommodation for any part of the application or hiring process should contact CSUSB Benefits at benefits@csusb.edu.
Smoking
CSUSB is a smoke and tobacco-free campus. See policy at https://calstate.policystat.com/policy/6591951/latest/.
Clery Act
In compliance with state and federal crime awareness and campus security legislation, including The Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act, California Education Code section 67380, and the Higher Education Opportunity Act (HEOA), the Cal State San Bernardino Annual Security and Fire Safety Report is available at: https://www.csusb.edu/clery-act