Special Events Operations Specialist

Chapman University Careers•Irvine, CA

12d

About The Position

Chapman University’s Office of Special Events plans and implements a variety of the University’s signature events, including Homecoming, Commencement, and the annual Economic Forecast, among others. The Operations Specialist plays a critical role in the Office of Special Events. This position will coordinate and implement day-to-day administrative, operational and financial activities for the Office of Special Events, including: initial review and submission of operating expenses; draft and coordinate contract approvals; generate purchase orders and Concur expense and p-card reports; assist with month-end expense process; research expense history. This role serves as the department resource and support for administrative, budget, operational and financial inquiries, activities and concerns. The Specialist provides confidential and discreet service on behalf of the Assistant VP of Special Events. They also perform research and special projects as assigned. This position also provides support to the Special Events Team in event planning efforts leading up to all events, attends, and assists with all special events. Additionally, this role will collaborate with the Advancement Operations team and advise staff in the Office of Special Events of fiscal policies and procedures changes, compliance and best practices.

Requirements

Bachelor’s degree or equivalent education and experience
Demonstrated knowledge of basic accounting principles
1 or more years’ experience in providing basic accounting support, including monitoring budgets and expenses for multiple departments
Skill with math and an understanding of the sources and relationship of data
Ability to understand policies and procedures, explain them, and apply them to various situations
Strong organizational skills and meticulous attention to detail
Analytical skills to evaluate contracts and perform appropriate follow-up actions and/or ask for additional clarification as needed prior to facilitating approvals
Ability to work independently, prioritize, be flexible and work collaboratively with others
Strong communications and interpersonal skills to respond to budget and expense related questions in an understandable manner
Ability to use tact and diplomacy, maintain a high level of confidentiality and work collaboratively with others
Proficient in M/S Office, including Outlook, Word, and Excel
Professional appearance, demeanor, and attitude
Proven ability to evaluate date, assess alternatives, and make decisions and/or recommendations as required
Excellent interpersonal skills with a diverse group of individuals at all organizational levels, inside and outside the university

Responsibilities

Budget Coordination and Expense Processing Collaborate with the Office of Advancement Operations for all budget, expense, contracts and fiscal responsibilities.
Serve as liaison between Financial Services (including Purchasing) and the Special Events office relating to submission of operational expenses.
Act as a liaison between Special Events team and vendors, key stakeholders and UA, SMC and campus leadership.
Review supporting documentation for fiscal compliance, legitimacy, accuracy, and completeness.
Generate expense and p-card reports.
Generate purchase orders and monitor activity.
Coordinate, create and maintain the Special Events team budget trackers and expense reports.
Review, interpret, and make recommendations on issues regarding fiscal matters.
Submit and monitor vendor invoices for payment.
Maintain working knowledge of the financial reporting system, expense reporting system, and fiscal policy.
Research and resolve financial posting errors and payment issues.
Advise and train staff on the Department’s and University’s fiscal policies and procedures, address questions, and ensure compliance.
Contract Coordination In collaboration with the Office of Advancement Operations, serve as liaison between Legal Affairs and Risk Management and the Special Events Office relating to vendor contracts.
Initiate, coordinate, track, and monitor progress of vendor contracts and agreements through completion.
Provide initial review of external vendor contracts and agreements for compliance with fiscal and University policy and submit external contracts for legal and risk management review.
Obtain documentation requirements (i.e. quote, vendor contact information for Supplier 360 process, insurance documents) to review for policy and business commitments, risk management issues, and compliance.
Assist new vendors with Supplier 360 registration process.
Maintain accurate contract records and files per institutional policies.
Upload certificates of insurance to the Risk Management database.
Track and monitor contract termination dates and certificate of insurance expiration dates.
Advise users of renewal dates for above mentioned contracts and certificates of insurance.
Event Support Provide support to the Special Events Team in the defined significant time leading up to all events which fall under the department’s responsibilities.
Attend and assist with all events and activities planned by the department including but not limited to Chapman Celebrates, Economic Forecast, Homecoming, Winterfest, Board Summer and Holiday events, Board Enrichment, Board Retreats, groundbreaking ceremonies, grand openings, University Commencement weekend, and other events.
Fiscal Month-End Support Track and maintain supporting documentation for expense accrual journal entries.
Verify timely expensing of prepaids and deposits.
Monitor and resolve outstanding encumbrances.
Assist with expense research and resolution.
Monitor spending and budget variances and make budget transfer recommendations to Advancement Operations Assistant Director.