Conference and Events Finance Specialist

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Job Title: Conference & Events Finance Specialist

Department: Auxiliary Services

Supervisor: Director of Conferences & Events

FLSA Classification : Exempt

Effective Date: November 30, 2025

Schedule: Regular, 12 mo., FT, M-F 8am-5pm

IPEDS Classification: 13

CUPA: 432100

Job Summary:

The Conference & Events Finance Specialist will be responsible for managing the financial process for conferences and events, including budget, forecasting, tracking of expenses to contracts, submitting invoices for payment, and budget reconciliation. The Specialist will perform planning, tracking, evaluation, design, and implementation of the budget. The specialist will also oversee the administrative operations for the conferences and events department.

Duties/Responsibilities:

• Manage the conferences & events budget.
• Track expenditures against contract payment schedules and budget allocations.
• Process and ensure timely payment of invoices.
• Process internal billing for attendees and internal partners.
• Reconcile event billing and coordinate with the Business Office and team for post-event accruals.
• Schedule and lead budget update meetings and ensure timely follow-up with next steps and notes.
• Prepare reports, graphs, and related documentation for review with key stakeholders.
• Work with vendors, agencies and venues for timely budget and payment management.
• Track all contract terms and conditions.
• Work with Events Operations Coordinator to ensure final contracts are entered into system, and file final contracts in designated shared files.
• Work with various teams to source and contract housing, hotels, venues, agencies and partners for various conferences.
• Perform additional duties as assigned.

Required Skills/Abilities:

• Ability to comprehend complex information in order to create queries, prepares reports, correspondence, coordinate information both manually and on the computer.
• Ability to organize and maintain manual and computerized filing systems
• Attention to detail for accurately preparing and maintaining accurate records.
• Ability to analyze and problem solve.
• Ability to routinely and independently exercise sound judgement in decision making.
• Ability to set goals, prioritize and organize job tasks and workload in order to meet deadlines, ability to complete work in a timely manner and communicate progress routinely.
• Interpersonal skills for assisting faculty, staff, students, and other visitors and vendors.
• Ability to use a PC and software such as Windows, Microsoft Office and Google.
• Ability to operate commonly used office equipment such as a copy machine, fax, phone, etc.
• Ability to communicate effectively in writing and verbally with a wide variety of constituents.
• Competence with and commitment to diversity and inclusion; ability to be an effective partner with diverse students, faculty, staff, vendors, and clients.
• Demonstrated ability to manage large budgets.
• Ability to work outside of regularly scheduled hours, including nights and weekends.

Education and Experience:

Bachelor's degree in business administration, finance, accounting, or related field, and a minimum of 5 years of experience in managing/tracking budgets, or an equivalent combination of experience, education, and training.

Experience in a conference & events or higher education environment is preferred.

Physical Requirements:

While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to sit and use hands and fingers, to handle, or feel. The employee is occasionally required to stand, walk, and climb or balance. The employee must occasionally lift and/or move up to 30 pounds. Specific vision abilities required by this job include close vision. The employee must occasionally travel to meetings and conferences off campus, which may include some overnight travel.

Supervisory Responsibilities:

May assist with overseeing student workers.

Acknowledgment:

I have read this (or had it read to me) and I fully understand all my job duties and responsibilities. I am able to perform the duties and responsibilities as described, with or without reasonable accommodation as outlined under the Americans with Disabilities Act and Americans with Disabilities Act Amendment Act (ADA and ADAAA). I understand that my job duties and responsibilities may change on a temporary or regular basis according to the needs of my location or department and if so I will be required to perform such additional duties and responsibilities. If I have any questions about job duties not specified on this description that I am asked to perform, I should discuss them with my immediate supervisor or a member of the HR staff .

Employee Signature

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Date

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