University Services, the University’s auxiliary service division, supports Princeton’s educational mission by providing the highest level of service to the campus community. The Office of Conference and Event Services (CES) is the purveyor of central services in support of events that align with the University’s mission for both internal and external customers. CES strives to ensure that each activity is considered a success by acting as a conduit to a network of varied service providers. CES administers University policies concerning the use of University resources by external organizations and groups. University Scheduling is a central point of entry for all groups and individuals on campus searching for appropriate spaces to hold events and serves as an information resource for all major programs and event reservations on campus.
The Business and Compliance Manager will have responsibility for the financial functions of the day-to-day operations of Conference and Event Services and University Scheduling. The Manager is also responsible for overseeing compliance with policies and protocols applicable for holding conferences, camps, programs, and events. The Manager’s role is to provide support to the Director and staff of this department, enabling them to focus on providing excellent customer service to their internal and external clients.
This position is responsible for the development and management of the departmental budgets for CES & University Scheduling, for advising and presenting to senior administration regarding budgetary matters and for the financial functions of the day-to-day operations of this department. The CES and University Scheduling annual revenue and expense budgets are $5.9M and $3.8M, respectively. The Manager functions as a liaison to the Finance and Treasury Budget Office, and the Provost’s Office and is a key contact for financial information systems for CES and University Scheduling.
The Manager will work in tandem with University event planners, within the department and across the University, serving as the primary resource for compliance matters that are inherent in the events community. The current range of compliance areas includes minors, alcohol, food trucks, animals, and merchandise sales. The Manager will work in tandem with University event planners, both within the department and across the University, serving as the primary resource for compliance matters that are inherent in the events community. The Manager will conduct learning and development sessions related to this compliance portfolio.
The Manager has a dual reporting responsibility to the Executive Director – University Services and to the Director of CES.
PRINCIPAL DUTIES AND RESPONSIBILITIES:
Financial, Reporting, and Monitoring
- Develop and manage the annual budgets for CES and University Scheduling. Work with the Budget Office to ensure that the departmental budgets are accurately included in the University’s accounting system.
- At the request of senior leadership, assemble detailed financial reports including, but not limited to, forecasting, updates and monthly statements. At the end of each fiscal year, collect and assemble all financial documents and related reports that indicate accrual and deferrals for all active project grants.
- Work directly with CES permanent staff to develop accurate and adjustable budgets and quotes for conferences and events based on the specific nature of the event.
- Monitor financial information to detect improper or inaccurate charges for goods and services.
- Conduct analysis and develop financial models for new initiatives and proposals for CES and University Scheduling.
- Reconcile financial information, including but not limited to, balance sheet accounts and non-operating funds, to detect improper or inaccurate charges.
- Interface with the University’s internal and external auditors regarding inquiries as to business and accounting practices.
- Establish a strong relationship with the Director of Conference and Event Services and University Scheduling to ensure communication, information flow, and financial accountability of the unit.
Business Processes and Procedures
- Ensure accurate and current accounting for revenue and expenses, including creating and processing journals, and managing purchase orders, requisitions, sole source justifications, and other related procurement document.
- Become fluid in the use and deployment of both IRIS Coordinator and IRIS Registration, the two cloud-based software systems used to manage conferences and events from inquiry to invoicing.
- Ability to build and manage registration sites within IRIS Registration.
- Process credit card transactions, and other forms of payment (cash & checks) relating to services available to program participants (e.g., network access, gym access, etc.). Serve as a resource for invoice creation, accounts receivable tracking, payment, and invoice collection. Obtain from Athletics, sports camp enrollment information and assess any housing fees.
- Manage income recording and reconciliation for on-line registrations and oversee relationship with the vendor.
- Offer assistance and training for permanent staff’s access to Information Warehouse, PeopleSoft, Labor Accounting, IRIS, and other related on-line financial resources. Ensure that access to systems is given to staff, as deemed appropriate.
- Develop and maintain Standard Operating Procedures related to the financial processes within the department.
- Assemble all compliance documents including, but not limited to, Unrelated Business Income (UBI), acceptable use of bond financed University facilities, sales tax, NCAA audits, PCI Departmental Attestation, etc.
- Serve as a central resource for CES contracts, agreements, and letters of understanding related to use of University facilities. This includes summer program agreements, location agreements, wedding contracts, room rentals, etc.
- Serve as the department’s Asset Management administrator in Prime by approving, receiving, and dispositioning any and all capital assets.
- Create a central repository within IRIS Coordinator for all fully executed CES contracts and related documents such as evidence of not-for–profit status, tax exempt status, ST-5, and evidence of background checks.
- Act as a department liaison to local hotels to negotiate rates and review contract implications (i.e.-attrition guarantees).
- Ensures departmental compliance with all University policies and procedures.
- Maintain a youth protection program based upon University policy and established best practices for programs involving minors. Promote best practices in administering protective measures for minors engaged in University programs.
- Provide guidance, information, best practices, and criteria for programs that utilize University facilities for programs involving minors.
- Provide guidance on the interpretation of applicable policies, as well as federal and state laws surrounding the protection of minors, with consultation from the Office of General Counsel.
- Develop learning and development modules that are designed for faculty, staff, students, and volunteers with respect to the level of care, custody, and control of minors, as well as other compliance related matters.
- Continue to develop the new supplemental guidance section of the Minor’s policy that is specific to web-based Minors Programming using Webinars, Zoom, MS Teams, etc.
- Manage the background check process for program staff (faculty, staff, and students) who have care, custody, and control of a minor(s) participating in a University sponsored program. Confidentially, and in conjunction with the department of Human Resources, address any concerns that arise from background checks and make appropriate hiring decisions as necessary.
- Develop and maintain an online inventory and tracking mechanism for all programs and activities involving minors in University sponsored programs and activities and communicate such information to appropriate University colleagues.
- Serve on University committees representing minor protection concerns. Serve as the Secretary for the Minors Oversight Committee quarterly meeting keeping detailed minutes and vote tallies as required by the MOC Charter.
- Draft the Policy for Programs Involving Minors annual report required by the Minors Charter and delivered to the ESRM in September of each year.
- Participate in the annual Events Planning 101 workshop and other learning and development programs, and share the areas related to compliance, especially Minors Protection and how event planners can get assistance in these areas.
- Provide and update online content related to Minor’s policy.
- Ability to handle confidential and sensitive information/matters.
Serve as a central resource for event compliance in four specific areas: Alcohol Service, Merchandise Sales, Animals at Events, and Food Trucks.
- Advise event planners who are engaging in compliance related areas about adhering to New Jersey Laws, University Policy, best practices, and general safety.
- Develop and maintain a database to track all event compliance related inquiries and the recommended guidance.
- Make event planners aware that special insurance policies (TULIP) may be required as deemed by the Office of Risk Management.
- Secure the necessary New Jersey Alcohol Beverage Control (NJ ABC) temporary permits for alcohol service including but not limited to Social Affair Permits and Catering Permits. Keep accurate records of alcohol permits.
- Include campus partners such as Department of Public Safety, Environmental Health & Safety, Risk Management, and Office of the Dean of Undergraduate Students when addressing safety and security measures necessary for events involving alcohol.
- Consult with campus partners including Transportation & Parking Services, Campus Dining, Department of Public Safety, Environmental Health & Safety, Facilities, and Risk Management on placement and operation of food trucks to insure the safety of participants and University property.
- Influence, lead, and manage individuals who do not report to the Business & Compliance Manager.
- Actively participate in the University Services data analytics initiative, providing information and insight into data, its location, and the visualizations.
- Lead special projects/events for CES and/or University Services, as assigned.
- Support on-campus programs and events on an as-needed basis which will involve evening and weekend in-person shifts.
- Actively participate in professional associations to stay informed of new developments in the field. Networking with professional counterparts inside and outside of the University will be encouraged.
- Other duties, as assigned.
The successful candidate must be flexible and adaptive to the evolving needs of University Services, able to work autonomously and with initiative, and be adept at problem solving. The Business & Compliance Manager must interact effectively with individuals at all levels within and outside the University, and possess the judgment and discretion needed to handle confidential information. The Business & Compliance Manager must possess excellent management, analytical, and customer service skills. They will assess the needs of staff, clients, and customers and will work with the appropriate University Services departments to assure that expectations are met and/or exceeded.
The Business & Compliance Manager must be able to collaborate, establish credibility, and build relationships with senior leadership and constituents. The Business & Compliance Manager must be able to balance a heavy workload and work effectively with a varied group of people.
The Business & Compliance Manager will need to make independent management and procedural decisions based on established University policies which will impact the department and the campus community. These decisions must be collaborative in nature and ensure that the department is functioning at an optimum level and in compliance.
The Business & Compliance Manager will have continuous contact and collaboration with:
- Executive Director – University Services
- Director of CES and University Scheduling and the respective staff
- The Executive Team of University Services
- All staff members within all departments of University Services
- University Services Finance Staff
- Office of Information Technology
- Princeton University’s SCAD/DCS Program
- Department of Public Safety
- Office of Finance and Treasury
- Human Resources
- External vendors
- Academic Departments
- Risk Management
- Office of Audit and Compliance
- Environmental Health and Safety
- Office of the General Counsel
- Bachelor's degree in accounting, finance or related field or Bachelor’s degree in another field with five to seven years related experience
- Strong analytical and quantitative skills and the ability to manage detail and organize data and related information for various key constituencies
- Capacity to forecast budgets and perform sound analysis and model for proposed budget changes .
- Excellent communication skills.
- Demonstrated ability to work well under pressure with multiple/competing deadlines
- Demonstrated ability to work in a timely manner and maintain deadlines
- Demonstrated ability to build effective partnerships and work collaboratively with a variety of stakeholders.
- Demonstrated ability to maintain high ethical and confidentiality standards
- Demonstrated skills in collecting and synthesizing data and designing work flows and procedures
- Excellent problem solving and decision-making skills
- Experience with writing communications and leveraging technology to educate and build awareness
- Expert ability to navigate and create reports from financial management systems
- Demonstrated ability to be flexible and successfully work in a constantly changing environment
- Proven ability to lead projects
- Demonstrated ability to work with minimal supervision, demonstrating strong initiative and follow-up with a focus on details
- Excellent presentation / platform skills
- Proficiency in Microsoft Office (Word, Excel, Access, Power Point)
- Experience with the business and/or financial aspects of event and/or venue management
- Prior experience in higher education administration with responsibility for policy enforcement and awareness-building
- Ability to handle long-term planning and budgeting to ensure resources are efficiently and effectively deployed
- Experience reporting unrelated business income for IRS filings
- Experience with a complex financial accounting system, such as Prime
- Experience with data analysis and related applications (i.e.- Tableau software)
- Directly related experience with programs involving minors
- Experience in contract management, purchasing, and other relevant financial services
- Experience with promoting, advocating, and enforcing institutional policies or guidelines.
- Experience with conducting learning and development programs.
Princeton University is an Equal Opportunity/Affirmative Action Employer and all qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, sexual orientation, gender identity or expression, national origin, disability status, protected veteran status, or any other characteristic protected by law. EEO IS THE LAW
Standard Weekly Hours36.25Eligible for OvertimeNoBenefits EligibleYesEssential Services Personnel (see policy for detail)NoPhysical Capacity Exam RequiredNoValid Driver’s License RequiredNo Experience LevelMid-Senior Level