Position Title & Department:
| Budget and Events Coordinator, Small Business Development Center; School of Business
The Small Business Development Center (SBDC) for Innovation at University of San Diego offers world-class business consulting, and relevant and insightful guidance to growth-oriented, innovation-based entrepreneurs, who are running small businesses.
The University of San Diego, a contemporary and engaged Roman Catholic institution, was founded by the Diocese of San Diego and the Society of the Sacred Heart in 1949. Governed by an independent board of trustees since 1972, USD remains committed to a liberal arts education grounded in the Catholic intellectual tradition and the pursuit of truth, goodness and beauty. Inspired by this centuries old tradition of Catholic higher education, the University welcomes people of all faith traditions and any, or no, religious background. The future success of USD relies on the contributions of those who seek to foster the development of engaged global citizens and an earnest confrontation of humanity’s urgent challenges.
This is a full-time, temporary, benefit based position with an anticipated assignment end date of September 27, 2020.
Under direction of The Brink Small Business Development Center (SBDC) Director, the Budget and Events Coordinator performs a wide variety of administrative, operational, programmatic, marketing, and budgetary functions in order to support the overall success of the Center’s programs and objectives. The primary responsibilities will be to manage and execute all events, programs, meetings, and day-to-day operations in addition to assisting in the payment and expense reimbursement processes. The Coordinator actively tracks Center budget and expenses and assists the Assistant Director of Operations in financial reporting. The Coordinator also carries out daily operational tasks to ensure the office, programs and events run smoothly including addressing walk-ins, managing the central phone line and ordering Center supplies.
Duties & Responsibilities:
- Support the development, planning, and execution of Center events including small scale, large scale, and VIP events ranging from 6 to 600 guests
- Be an ambassador and champion for the university, the Center and its various programs and events
- Support with the preparation and execution of projects, meetings, and events
- Create and manage event registrations for events through our event management software
- Research and solicit venues, catering, and vendors needed and make recommendations to Center leadership
- Work with external vendors and service providers to execute events
- Keep organized records and document event planning activities for current execution and future planning
- Assist with sponsor and relationship development for events and activities of the Center • Support the management and coordinate volunteers for large scale events
- Other duties as assigned
Budget and Finance
- Support budget and related financial information gathering and processing
- Coordinate for-fee event registration set-up
- Ensure event fees are deposited to the correct account
- Collaborate with the School of Business Development team in gathering and processing event sponsorships and contributions and ensure they are deposited to the correct account
- Develop, maintain, and track grant related expenditures and performance
- Create expense reports that are compliant with USD expenditure and grant-specific policies
- Review all payment requests ensuring funding source codes are accurate and budgets are not exceeded prior to submission
- Submit purchase orders for large payments and contracted consultants including purchase order revisions for consultant agreement addendums and funding source changes
- Track consultant spend versus contract limitations and provides guidance to Center Director when action should be taken to increase contract allowances
- Maintain accurate and transparent recording keeping and accounting systems
- Have knowledge of the university accounting systems and procedures as well as grant-specific compliance requirements
- Complete monthly financial audits to ensure expenses and revenues are coded correctly
- Update financial overview reports monthly in order to provide guidance to Center leadership
- Assist in running and maintaining programmatic reports
- Other duties as assigned
- Be familiar with all Center activities
- Greet, assist, and direct office guests as needed
- Answer office main phone and direct calls to appropriate staff members as needed
- Organize, order and maintain office and supplies
- Serve as Center travel coordinator
- Ensure event data is accurately entered and managed in the Center’s CRM
- Proactively identify issues and make suggestions for resolution
- Identify and recommend improvement to systems and efficiencies for meetings, programs, and events
- Handle highly confidential matters and materials in a time sensitive environment
- Request and organize briefing materials and presentations
- Assist with special projects as needed
- Other duties as assigned
Bachelor degree and at least two years of progressively responsible event management, administrative/executive support experience, including budgeting and accounting experience. Three additional years of related experience may be substituted for the education requirement.
The ideal candidate will have significant experience working with and especially in small businesses. They will be a hard-working, creative-thinking professional able to work diligently and efficiently on a variety of tasks in fast paced work environment.
Performance Expectations - Knowledge Skills and Abilities:
Desired knowledge of and experience with:
- Proficiency and comfort with technology
- Familiarity with Microsoft applications and intermediate to advanced Excel skills preferred
- Experience working with Oracle applications including Banner, Noetix and iProcurement
- Working in an institution of higher education
- CRMs and Adobe Creative Suite
- Performing in a changing technological environment and being able to learn quickly and adapt and reinvent procedures according to chang
- Interacting with the professional business community
- Written and verbal interactions with a variety of professional constituents including faculty, donors, partners, and other collaborators.
- Handling inquiries
Demonstrated performance in:
- Excellent organizational and management skills
- Ability to focus on technical details in an environment with many distractions
- Ability to shift tasks easily
- Ability to shift mental tasks from the minute and technical to interpersonal and creative at any given moment
- Human relations and interpersonal communications
- Working in a busy environment with high customer service standards
- Time management and organization of multi-tasking work requirements
- Excellent oral and written communication skills
- Project or event management
- Working with diverse personalities
- Being flexible and versatile in coping with evolving work situations
- Being able to handle the stress of last-minute deadlines and changes
Tools and Equipment Used:
- Work under pressure to meet multiple deadlines.
- Listen actively and effectively.
- Communicate effectively both orally and in writing.
- Follow oral and written directions.
- Understand and comply with all Federal regulations applicable to the SBDC as well as San Diego Imperial Valley SBDC Network and University of San Diego policies and procedures.
- Organize and maintain filing systems and files accurately.
- Organize and prioritize work in anticipation of needs and deadlines and work accurately with complex and flexible schedules.
- Apply knowledge of proper English usage, grammar, spelling and punctuation.
- Consistently apply professional principles of human interaction with a positive attitude.
- Establish and maintain cooperative working relationships with other schools, departments, staff, clients, partner organizations, and the community members.
- Demonstrate clear evidence of sensitivity to and understanding of the diverse socioeconomic, cultural, disability and ethnic backgrounds of clients, staff, stakeholders and community members.
- Manages logistics and administrative tasks.
- Skilled in or willing to learn a variety of programs including but not limited to: Gust, Adobe, NeoSerra, VEMS, Google Apps, Oracle, Advance, and Noetix.
Background check: Successful completion of a pre-employment background check.
Degree Verification Requirement: Persons offered employment in this position will be required to provide official education transcripts for degree verification purposes.
Commensurate with experience; Excellent Benefits.
The University of San Diego offers a very competitive benefits package, to include medical, dental, vision, a 12% retirement contribution given to you by the University (with three year vesting period), and access to on-campus Fitness Centers. Please visit the benefits section of our website to view all of the perks and benefits that USD has to offer. USD: Human Resources: Benefits
|Special Application Instructions:
Resume and Cover Letter Required
Click Apply Now to complete our online application. In addition, please upload a cover letter and resume to your application profile for the hiring managers’ review. If you have any questions or difficulties please contact the Employment Services Team at 619-260-6806, or email us at email@example.com
Hours: 37.5 hours per week; Monday - Friday, 8:30 a.m. - 5:00 p.m.
Closing date: Open Until Filled
Note: External job postings will be up for at least five days. After that time, applications will be reviewed by the hiring manager/committee throughout the posting period. A candidate may be selected at any time which could then close this posting on a date earlier than listed.
The University of San Diego is an equal opportunity employer committed to diversity and inclusion and is especially interested in candidates who can contribute to the diversity and excellence of the campus community.
The University of San Diego is a smoking and tobacco-free campus. For more information, visit www.sandiego.edu/smokefree.