California State University-San Bernardino
Event Budget Specialist (Budget Analyst II), Special Events & Guest Service
California State University-San Bernardino, San Bernardino, California, United States, 92409
Event Budget Specialist (Budget Analyst II), Special Events & Guest Service
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. The role involves analyzing financial data, creating budget‑to‑actual comparisons, preparing financial reports, and coordinating with event planners and department staff on budget‑related matters. Required skills include advanced proficiency in PeopleSoft, Excel, strong analytical abilities, a solid understanding of financial and accounting principles, and the ability to manage multiple administrative responsibilities in a fast‑paced environment.
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.
Creates, monitors, and tracks event rental agreements, ensuring all terms, conditions, and requirements are accurately documented. Prepares and distributes agreements to clients, obtains signatures, and maintains organized records.
Analyzes and maintains budgets for event rentals or programs, monitors spending, and reconciles financial data.
Prepares detailed financial reports and budget‑to‑actual comparisons, ensuring all expenses align with signed agreements.
Analyzes financial data to identify trends, make projections, and provide recommendations to inform decision‑making.
Ensures all financial activities comply with relevant university policies and procedures, including reviewing expenditures for allowability.
Works with event organizers, program coordinators, and administrative staff to meet financial goals and resolve budget‑related issues.
Researches vendors and purchases event‑related equipment.
Operations Administration Monitors the day‑to‑day financial operations of the department and ensures compliance with university and system‑wide fiscal policies.
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
Equivalence to a bachelor’s degree in a related field.
Two years of relevant experience. Additional experience that demonstrates the required knowledge and abilities may substitute for the required education on a year‑for‑year basis. An advanced degree may substitute for the required experience on a year‑for‑year basis.
Required Qualifications
Working knowledge of financial, budgetary, and accounting principles and practices.
Knowledge of public finance, administrative, personnel fiscal management, and cash‑flow management.
Working knowledge of research techniques and statistical principles and procedures.
General knowledge of position control and budgetary alignment.
Advanced proficiency in financial system, word processing, and spreadsheet software.
Strong analytical skills for evaluating and interpreting 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 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 coordinating event and departmental budgets on a university campus. Knowledge of financial, budgetary, and accounting principles, potentially including CSU and CSUSB policies and procedures.
Strong computer skills, working knowledge of key software such as EMS, Excel, PeopleSoft.
General knowledge of event practices.
Ability to work with a highly diverse population, including off‑campus clients such as donors, non‑profits, commercial programs, community members, and 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 CalPERS, sick and vacation time, and 15 paid holidays per year. Eligible employees can 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. Application deadline: January 8, 2026.
Conditions of Employment Background Check
Satisfactory completion of a background check, including a criminal records check, is required for employment. CSU may rescind a conditional offer if the background check reveals disqualifying information or if the candidate knowingly withheld or falsified information.
Driver’s License Check
Possession of a valid Driver’s License is required. Employees in this position will be enrolled in the DMV Government Employer Pull Notice Program.
Mandated Reporter
The person holding this position is considered a mandated reporter under the California Child Abuse and Neglect Reporting Act and must comply with CSU Executive Order 1083.
I‑9
CSUSB hires only individuals lawfully authorized to work in the United States. All persons hired must verify identity and eligibility to work in the United States and complete the employment eligibility verification form upon hire.
Statement of Commitment to Diversity 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 seek to include knowledge and values from many cultures in the curriculum and extracurricular 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 that discourage intolerance and discrimination. CSUSB is proud to be an affirmative action/equal opportunity employer and follows all applicable anti‑discrimination laws.
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, the Cal State San Bernardino Annual Security and Fire Safety Report is available at: https://www.csusb.edu/clery-act.
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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. The role involves analyzing financial data, creating budget‑to‑actual comparisons, preparing financial reports, and coordinating with event planners and department staff on budget‑related matters. Required skills include advanced proficiency in PeopleSoft, Excel, strong analytical abilities, a solid understanding of financial and accounting principles, and the ability to manage multiple administrative responsibilities in a fast‑paced environment.
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.
Creates, monitors, and tracks event rental agreements, ensuring all terms, conditions, and requirements are accurately documented. Prepares and distributes agreements to clients, obtains signatures, and maintains organized records.
Analyzes and maintains budgets for event rentals or programs, monitors spending, and reconciles financial data.
Prepares detailed financial reports and budget‑to‑actual comparisons, ensuring all expenses align with signed agreements.
Analyzes financial data to identify trends, make projections, and provide recommendations to inform decision‑making.
Ensures all financial activities comply with relevant university policies and procedures, including reviewing expenditures for allowability.
Works with event organizers, program coordinators, and administrative staff to meet financial goals and resolve budget‑related issues.
Researches vendors and purchases event‑related equipment.
Operations Administration Monitors the day‑to‑day financial operations of the department and ensures compliance with university and system‑wide fiscal policies.
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
Equivalence to a bachelor’s degree in a related field.
Two years of relevant experience. Additional experience that demonstrates the required knowledge and abilities may substitute for the required education on a year‑for‑year basis. An advanced degree may substitute for the required experience on a year‑for‑year basis.
Required Qualifications
Working knowledge of financial, budgetary, and accounting principles and practices.
Knowledge of public finance, administrative, personnel fiscal management, and cash‑flow management.
Working knowledge of research techniques and statistical principles and procedures.
General knowledge of position control and budgetary alignment.
Advanced proficiency in financial system, word processing, and spreadsheet software.
Strong analytical skills for evaluating and interpreting 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 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 coordinating event and departmental budgets on a university campus. Knowledge of financial, budgetary, and accounting principles, potentially including CSU and CSUSB policies and procedures.
Strong computer skills, working knowledge of key software such as EMS, Excel, PeopleSoft.
General knowledge of event practices.
Ability to work with a highly diverse population, including off‑campus clients such as donors, non‑profits, commercial programs, community members, and 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 CalPERS, sick and vacation time, and 15 paid holidays per year. Eligible employees can 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. Application deadline: January 8, 2026.
Conditions of Employment Background Check
Satisfactory completion of a background check, including a criminal records check, is required for employment. CSU may rescind a conditional offer if the background check reveals disqualifying information or if the candidate knowingly withheld or falsified information.
Driver’s License Check
Possession of a valid Driver’s License is required. Employees in this position will be enrolled in the DMV Government Employer Pull Notice Program.
Mandated Reporter
The person holding this position is considered a mandated reporter under the California Child Abuse and Neglect Reporting Act and must comply with CSU Executive Order 1083.
I‑9
CSUSB hires only individuals lawfully authorized to work in the United States. All persons hired must verify identity and eligibility to work in the United States and complete the employment eligibility verification form upon hire.
Statement of Commitment to Diversity 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 seek to include knowledge and values from many cultures in the curriculum and extracurricular 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 that discourage intolerance and discrimination. CSUSB is proud to be an affirmative action/equal opportunity employer and follows all applicable anti‑discrimination laws.
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, the Cal State San Bernardino Annual Security and Fire Safety Report is available at: https://www.csusb.edu/clery-act.
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