Business Administrator

Job Posting Location:

Claremont, CA

Job Posting Title:

Business Administrator

Job Description:

The Business Administrator serves as the venue’s financial operations and process enforcement authority, owning Workday workflows and supporting the Director by ensuring that all financial documentation, backup, and approvals are accurate and complete prior to final sign-off. This position executes established institutional financial processes but does not set financial policy, exercise independent budget approval authority, or perform institutional accounting or financial reporting functions.

This position reports to the Director and works closely with Audience Services, Box Office, Production, and the College’s Business Office.

ESSENTIAL FUNCTIONS:
1. Financial Processing & Workday Management

• Serve as the primary owner of venue-specific Workday financial workflows. 

• Prepare requisitions, process invoices, manage internal billing transfers, and track event-related payments. 

• Ensure all financial documentation is accurate, complete, and properly coded prior to Director approval. 

• Reconcile event financials post-show and support timely financial closeout. 

• Review purchase card transactions to ensure expenses are correctly classified with appropriate codes and spend categories as they pertain to individual events. 

• Maintain accurate, real-time financial records for all events. 

2. Contracts & Compliance 

• Review contracts for institutional compliance and adherence to college policies. 

• Recommend updates to contract language or processes as needed to maintain compliance. 

• Maintain and update standard contract templates and approved language. 

• Route contracts for required approvals and signatures. 

• Ensure all contractual and financial processes align with institutional requirements. 

3. Vendor Documentation & Policy Adherence 

• Manage Certificates of Insurance (COIs) and vendor compliance documentation. 

• Ensure vendors and services approved by operational teams meet institutional requirements for payment. 

• Serve as the primary liaison with finance, procurement, and risk management offices regarding venue-specific procedures. 

4. Box Office & Production Financial Coordination 

• Receive finalized box office settlement reports and ensure ticket revenue aligns with contractual terms. 

• Receive post-event invoices and documentation from Production Management. 

• Transfer funds from clearing accounts to appropriate destinations, including internal transfers, external payments, and coordinated wires with the Business Office. 

• Compile financial documentation in coordination with Audience Services to support final client billing review. 

5. Reporting, Systems & Process Development 

• Regularly advise the Director on the status of event finances. 

• Identify and implement improvements to venue-specific financial workflows. 

• Develop clear, repeatable processes and communicate procedures to internal teams. 

• Support efficient collaboration between the venue and the Business Office. 

QUALIFICATIONS:

• Education:  High School Diploma or GED is required, or an equivalent combination of education and experience.  Bachelor’s degree is preferred.

• Experience:  Minimum 5 years of professional experience in financial administration or business operations experience is required.

REQUIRED KNOWLEDGE AND CRITICAL SKILLS:

The Business Administrator must have, or be able to demonstrate, the knowledge, skills, and abilities necessary to perform the essential functions of the position, with or without reasonable accommodation, including applying related skills not specifically listed below:

• Proficiency in Workday (required). 

• Demonstrated experience executing financial processes and ensuring compliance. 

• Strong attention to detail and ability to manage complex workflows. 

• Ability to work independently in a process-driven environment. 

• Experience in a college or university setting preferred.

• Experience in a performing arts or live event venue preferred. 

• Familiarity with Planning Pod preferred. 

REQUIRED HOURS:

The regular hours for this part-time, non-exempt position are 8 a.m. to 5 p.m., Monday – Friday. Regular hours may vary due to needs of the College or division.

ADDITIONAL POSITION DETAILS:

This is a regular, part-time, non-benefit eligible position. Hourly rate for this position is between $26.50 - $30.00. The specific factors that the College will consider when offering a salary to an individual will include, but not be limited to: education, training, relevant prior experience, and performance in prior roles. All staff positions are ineligible for visa or permanent resident card sponsorship. As a California employer, Pomona College requires all employees to be residents of California.

ADA/OSHA:

This job description defines the essential job duties of this position. The College expects that employees hired for this position can perform the essential functions of this job without imposing risk of substantial harm to the health or safety of themselves or others. It may also include marginal functions, generally defined within Title I of the Americans with Disabilities Act (ADA) and the Occupational Safety and Health Administration (OSHA).

DISCLAIMER:

This job description has been designed to indicate the general nature and level of work performed by employees within this classification.  It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to this position. When duties and responsibilities change and develop, the College will review this job description and make changes of business necessity.