Conference Finance and Operations Coordinator (18458)

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Summary/Objective

The Conference Finance and Operations Coordinator is a member of the University Conference & Guest Services team within the Auxiliary Services department and the Finance division. The coordinator works closely with the University Conference & Guest Services staff in providing event space set-up and coordination with catering, facilities and housekeeping. The coordinator supervises 8-10 student staff year-round. The coordinator is supervised by the Assistant Director of Conference & Fiscal Administration and works closely with them on day-to-day UCGS finance operations. Requires non-traditional hours during peak operational periods. Will require some physical labor of moving furniture.

Essential Functions

1. Conference Preparation/Planning: Works closely with the Conference Logistics and Operations Specialist to create profiles and documentation charts on prospective and current conference groups, including conference logistics, contract and supplemental information, and other paperwork required. Works closely with the UCGS Professional Staff to ensure UCGS event spaces are setup correctly for contracted day clients. Provides visible, on-site coverage, for events to ensure client satisfaction when required. Interprets client needs, anticipates potential problems, and determines the best solution for having a successful event. Complete detailed Program Notes and Close-Out Reports. Analyzes invoices for completion and distributes to UCGS Professional Staff after event is complete.
2. Finance Management: Assists Assistant Director, Conference & Fiscal Administration with regular on-going financial related matters for the department including, but not limited to, preparing bank deposits, preparing JE transfers, processes credit card payments, prepares monthly tax audit for the University. Coordinates final billing process and collections for conference clients in conjunction with UCGS Professional Staff.
3. Staff Supervision: Directly supervises 8-10 student team members during the summer months throughout campus and 5-7 student team members during the academic in the East Campus event space . Works closely with the Director and Assistant Director, Conference & Fiscal Administration for University Conference & Guest Services and communicate any staffing issues and needs.

Supervisory Responsibility

• Student supervision

Work Environment

• Monday - Friday, 9am - 5pm.
• Hybrid work schedule
• Requires some non-traditional hours during peak operational periods.

Position Type/Expected Hours of Work

• Full Time - 35 hours per week.
• Specialist A
• Non-Exempt

Required Education and Experience

• Bachelor's degree or equivalent
• 1-3 years of relevant experience. Computer experience, particularly in database and spreadsheet applications, required.

Additional Eligibility Qualifications

• Must be able to lift and move furniture.
• Must have a valid driver’s license and clean driving record.
• Hiring offers for this position are contingent on successful completion of a background check.
• To ensure the health and safety of our community AU requires COVID-19 vaccinations for faculty and staff. Click here to learn more about our health and safety directive.

Others

• Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Benefits

AU offers a competitive benefits package including a 200% matching retirement plan, tuition benefits for full-time staff and their families, several leadership development certificates, and has been recognized by the American Heart Association as a fit-friendly worksite.Click here to learn about American University's unique benefit options .

Current American University Employees

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Contact Us

For more information or assistance with the American University careers site, email theworkline@american.edu .

American University is an equal opportunity, affirmative action institution that operates in compliance with applicable laws and regulations. The university does not discriminate on the basis of race, color, national origin, religion, sex (including pregnancy), age, sexual orientation, disability, marital status, personal appearance, gender identity and expression, family responsibilities, political affiliation, source of income, veteran status, an individual’s genetic information or any other bases under federal or local laws (collectively "Protected Bases") in its programs and activities.

Nearest Major Market: Washington DC