"Event Budget Specialist (Budget Analyst II), Special Events & Guest Service"

Event Budget Specialist (Budget Analyst II), Special Events & Guest Service

California State University, San Bernardino

Job no: 554115
Work type: Staff
Location: Southern California|San Bernardino - San Bernardino Campus
Categories: Bargaining Unit|Unit 9 - CSUEU - Technical Support Services,Job Search Category/Discipline|Administrative,Appointment Type|Probationary,Time Basis|Full Time,Workplace Type (Exclude Inst Fac)|On-site (work in-person at business location)

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

• 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

• 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

To apply, please visit: https://careers.pageuppeople.com/873/sb/en-us/job/554115