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. Basic Function 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. Representative Duties 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 Facilities and Event Services personnel while promoting data accuracy, integrity, and effective system utilization. E Assist in the development, implementation, and evaluation of departmental goals, objectives, strategic initiatives, and continuous improvement efforts. E Administer and maintain contracts, agreements, and related documentation for Event Services, summer camps, vendors, contractors, and external clients. E Coordinate logistics and serve as a liaison among contractors, vendors, campus departments, event organizers, students, and external constituents to support successful Facilities and Event Services operations. E Compile, analyze, and maintain statistical, operational, and utilization data related to events, conferences, scheduling, facilities operations, and departmental performance metrics. E Manage departmental inventories, storage areas, event equipment, and related assets to ensure accountability, availability, and operational readiness. E Assist with the supervision of student employees, including scheduling, training, performance management, and disciplinary matters in coordination with departmental leadership. E Plan, coordinate, and monitor departmental projects through the development of project plans, schedules, timelines, milestones, checklists, status reports, and implementation tracking. E Perform other duties as assigned. E Knowledge Of Principles and practices of customer service, office administration, business operations, organizational planning, and event coordination. Facilities management, computerized maintenance management systems ( CMMS ), database administration, records management, operational reporting, and workflow management. Budgeting, financial reporting, accounts payable and receivable, cost allocation, fiscal monitoring, and financial analysis. Data analysis, dashboard development, report preparation, and business process improvement. Modern office practices, procedures, technology, and software applications, including Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), databases, and reporting tools. Basic audio-visual, computer, and event support systems. Applicable policies, procedures, regulations, procurement, contract administration, records retention, and administrative operations. Effective oral, written, and interpersonal communication, including proper English usage, grammar, spelling, and business correspondence. Strong customer service, analytical, organizational, problem-solving, and interpersonal skills, with an understanding of the University’s mission, goals, and objectives. Ability To Analyze operational and financial data to prepare accurate reports, recommendations, and presentations. Maintain complex records, databases, contracts, and information systems with accuracy, confidentiality, and attention to detail. Organize, prioritize, and manage multiple assignments and projects while meeting competing deadlines in a fast-paced environment. Interpret, apply, and explain policies, procedures, regulations, and technical information. Exercise sound judgment, initiative, discretion, and professionalism while making independent decisions within established guidelines. Communicate effectively, both orally and in writing, including composing professional correspondence and reports. Build and maintain positive working relationships with faculty, staff, students, vendors, contractors, and external partners through professionalism, courtesy, and tact. Provide training, technical support, and guidance on departmental systems, processes, and procedures. Apply critical thinking and problem-solving skills to resolve operational issues and improve workflow efficiency. Work independently with minimal supervision while collaborating effectively as part of a team. Adapt to changing priorities, frequent interruptions, and evolving operational needs while consistently meeting deadlines. Follow oral and written instructions and operate standard office equipment and software applications proficiently. Minimum Qualifications Any combination equivalent to: two years of college course work in Business, Hospitality Management, Organizational Leadership, or a related field and two year of related experience in conference and event services or Finance. Preferred Qualifications Experience in an educational institution setting Experience supervising student workers Licenses and other requirements Ability to work overtime Physical Abilities Detect to understand appropriate written correspondence; operate a computer and other office productivity machinery, such as a calculator, copy machine, and computer printer; communicate to exchange information in person, in writing, on the telephone and by email; stationary position for extended periods of time; move or transport light objects; position self to store and/or retrieve files indoor and outdoor environment; constant interruptions; public engagement environment; subject to driving a vehicle to conduct work as assigned Hiring Range Hiring Range $25.00 Posting Number Staff005482022 Number of Vacancies Desired Start Date Desired Start Date 08/24/2026 Position End Date Open Date Open Date 07/31/2026 Close Date Close Date 08/09/2026 Open Until Filled No Application Procedure/Special Instructions Statement California Lutheran University is committed to providing equal opportunity in employment for all persons, regardless of race, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, marital status, sex, age, sexual orientation, genetic information, gender, gender identity or expression, or any other basis protected by applicable law. No person shall be excluded from participation in, be denied the benefits of, or be subjected to discrimination in any program, activity or facility of the University on the basis of these factors in a manner consistent with applicable federal and state laws, regulations, ordinances, orders and rules, and University’s policies, procedures, and processes. Upon request, reasonable accommodations in the application process can be provided to individuals with qualifying disabilities. Please contact the Human Resources Department for further information or to request an accommodation. Supplemental Questions Required Documents Resume/Curriculum Vitae Cover Letter Optional Documents Human Resources California Lutheran University 60 W. Olsen Rd. #1100 Thousand Oaks, CA 91360 Office View phone number on click.appcast.io Fax View phone number on click.appcast.io California Lutheran University is an Equal Opportunity Employer #J-18808-Ljbffr California Lutheran University