Business Operations & Events Manager

Job Summary

The Business Operations & Events Manager provides high-level administrative, financial, and operational support to senior leadership within the Business & Operations and Budget & Finance functions of the University. This position plays a critical role in ensuring efficient daily operations by coordinating schedules, managing communications, supporting budget and financial activities, maintaining records, and leading administrative projects.

The ideal candidate is detail-oriented, highly organized, and able to work independently while managing multiple priorities in a fast-paced higher education environment. This role requires discretion, sound judgment, strong communication skills, and a working knowledge of university business processes.

Responsibilities

Executive & Administrative Support

• Serve as primary administrative support to the AVP/Associate VP, managing calendars, scheduling meetings, and coordinating travel arrangements.
• Draft, proofread, and prepare correspondence, reports, presentations, and internal communications.
• Plan and coordinate meetings involving on- and off-campus stakeholders; prepare agendas, materials, and follow-up documentation.
• Answer phones, manage email correspondence, and serve as a professional point of contact for faculty, staff, students, and Events and Venue Management.

Budget & Financial Support

• Assist with budget monitoring and accountability, including tracking expenditures and preparing detailed budget spreadsheets.
• Process requisitions, payment requests, invoices, and purchase orders in accordance with university policies.
• Reconcile assigned general ledger accounts and support quarterly and month-end financial reviews.
• Assist leadership with financial reports, data collection, and special budget-related projects.

Records Management & Process Improvement

• Develop, maintain, and oversee physical and electronic records retention systems in compliance with university policies.
• Coordinate document shredding and ensure proper handling of confidential materials.
• Lead or support paperless initiatives and process improvement projects across departments.
• Maintain organized shared drives, databases, and documentation systems.

Events Operational & Project Support

• Lead and support administrative projects such as disaster recovery planning, onboarding and offboarding checklists, and documentation of standard operating procedures.
• Document equipment inventories, portals, and system access for departmental roles.
• Coordinate internal forms, workflows, and testing within enterprise systems (e.g., ServiceNow, Qualtrics), specifically for Moves and Set Up department.
• Support event and venue department, including scheduling walkthroughs, tracking agreements, and monitoring payments.

Customer Service & Collaboration

• Act as a liaison between leadership, departments, and external vendors to ensure effective communication and service delivery.
• Provide responsive, professional customer service and proactively resolve administrative or operational issues.
• Serve as backup support for other administrative staff as needed.
• Perform other duties as assigned to support division goals.

Required Qualifications

• Bachelor’s degree in related field.
• Five (5) years of progressively responsible administrative and/or budget-related experience.
• Demonstrated experience supporting senior leadership.
• Strong proficiency with Microsoft Office and shared calendar systems.

Preferred Qualifications

• Master’s degree in related field.
• Experience in higher education or a complex public-sector environment.
• Familiarity with university systems such as Banner, PeopleSoft, or similar ERP platforms.
• Experience supporting budget, finance, or operational units.
• Experience with project coordination, records management, or event support.

Knowledge, Skills, & Abilities

• Strong administrative and organizational skills with exceptional attention to detail.
• Excellent written and verbal communication skills.
• Ability to manage multiple priorities, meet deadlines, and work independently.
• Demonstrated discretion and ability to handle sensitive and confidential information.
• Strong customer service orientation and interpersonal skills.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, Teams).
• Ability to learn and navigate enterprise systems and document management platforms.
• Knowledge of standard business communications and office procedures.