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. 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 People Soft, 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.

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.

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.

• On‑site event support as needed.
• Other Classification‑Related duties as assigned.

• 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.

• 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…