Operations & Events Services Specialist

The mission of California Lutheran University is to educate leaders for a global society who are strong in character and judgment, confident in their identity and vocation, and committed to service and justice. Founded in 1959 in beautiful Ventura County, the university has an enrollment of about 4,000 undergraduate and graduate students who come from across the nation and around the world from a diversity of backgrounds, cultures and faiths.

As a federally recognized Hispanic-Serving Institution, Cal Lutheran is looking for candidates with a dedication to and success in working in diverse communities. The university is committed to an inclusive learning and work environment that values individual differences and respects each person’s dignity.

Under the direction of the Senior Facilities Services Coordinator, Facilities Planning and Operations, the Operations & Event Services Specialist provides administrative, operational, technical, and analytical support for Facilities Operations and Event Services. The position is responsible for administering and optimizing the University’s facilities management systems, including the computerized maintenance management system ( TMA ), to ensure effective work order management, preventive maintenance scheduling, asset tracking, reporting, and operational efficiency.

The incumbent supports facilities maintenance operations, capital renewal and construction projects, event services, budget administration, accounts payable and receivable activities, contract administration, and departmental project coordination. Responsibilities include maintaining departmental records and information systems, monitoring operational and financial data, coordinating vendor and contractor activities, supporting student employee supervision, and providing technical guidance and training to departmental staff.

As a key operational resource, the Operations & Event Services Specialist promotes data integrity, process improvement, exceptional customer service, regulatory compliance, and the successful execution of University facilities- and event-related programs and services.

• Receive, review, prioritize, and process invoices, work orders, service requests, and other departmental transactions to ensure timely and accurate completion. E
• Administer and support the Facilities computerized maintenance management system ( TMA ), including work order management, preventive maintenance scheduling, asset tracking, labor tracking, materials management, and project records. E
• Develop, maintain, and analyze queries, dashboards, databases, and reports to support budgeting, billing, space utilization, operational performance, and strategic decision-making. E
• Monitor and reconcile labor, materials, utilities, project costs, revenues, and departmental expenditures, ensuring accurate allocation of charges to appropriate departments and cost centers. E
• Support accounts payable and accounts receivable functions, including invoice processing, payment tracking, account reconciliation, revenue collection, and resolution of billing discrepancies. E
• Prepare and maintain operational, financial, budgetary, compliance, audit, and performance reports to support fiscal accountability, regulatory compliance, and departmental planning. E
• Assist with budget development, forecasting, and financial monitoring by analyzing trends, identifying variances, monitoring account balances, and recommending corrective actions as needed. E
• Support capital renewal, construction, and facilities improvement projects by maintaining project documentation, schedules, budgets, procurement records, vendor information, and status reports. E
• Administer and maintain departmental records and information systems, including space utilization databases, vendor files, contracts, procurement records, and the campus key management system. E
• Document, maintain, and update Facilities and Event Services policies, procedures, workflows, and operational guidelines to ensure efficiency, consistency, and compliance with University standards. E
• Provide system administration, technical support, training, and guidance to…