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Assistant Director of Conference & Fiscal Administration (17540)

Date: Nov 18, 2021

Location: washington, DC, US, 20016

Company: American University


The Assistant of Director of Conference n and Fiscal Administration is a member of the University Conference & Guest Services (UCGS) team within Auxiliary Services/Finance division. e The Assistant Director works closely with the UCGS director to ensure optimal administrative, operations, and facility usage of conference planning during the summer months as well as  in the East Campus meeting spaces year-round.  This position is responsible for budget development, oversight and implementation, and overall responsibility for all administrative operations within UCGS, to include business operations, and purchasing.  This position works closely with the Controllers’ office to develop and implement accounting policies and procedures for UCGS operations and is responsible for external and internal monthly, quarterly and annual audit requirements.

Essential Functions

  1. Fiscal Administration: Responsible for budget formulation, execution, monitoring of performance, adjustments, realignments, and approval of expenditures in order to ensure fiscal integrity and accomplishment of UCGS’s established goals; Formulates procedures to ensure compliance with university guidelines and regulations as concerns the administration of budgets and expenditures; Coordinates with Director of UCGS in the  gathering and analyzing of data and creating reports, to formulate budget projections based upon past-experience, available resources and requirements to meet UCGS goals; Responsible for the business operations of UCGS, to include purchasing, financial record keeping, verifying, approving and processing of invoices; ensuring vendors’ compliance with existing contracts/agreements; auditing accounts, and implementing correct business procedures; Coordinates UCGS budget and businessrelated issues with other departments within the University, to include Purchasing and Contracts, Accounts Payable, Student Accounts, academic units, as well asOne Card and Dining Services.
  2. Human Resource & Supervision: Hire, train, supervise, evaluate and coach one full-time staff:  (1) Conference Facilities Coordinator; The position oversees the year-round recruitment, selection, and training for approximately 100  student staff on the University Conference & Guest Services team.  
  3. Facilities Administration: Oversees the staffing and activities of the day-to-day operations of East Campus meeting spaces, furnishings, audio-visual equipment, and technology; Assists with planning, maintenance, and repair projects to ensure the meeting spaces are well-maintained; Works closely with appropriate staff, students, and external agents in planning, scheduling, and implementing work flow in order to provide quality assurance and excellent levels of communication; Coordinates follow-up on all work requests and outstanding work orders. Initiates communication with campus partners to ensure timely facilities response; Coordinates and communicates all necessary repairs and preventative maintenance for the  UCGS with AU Facilities Management.
  4. Systems Administration: Primary point of contact for upgrades and enhancements to UCGS software solutions used in conference and event services, including housing, electronic access, accounting/payment gateway, security, and card production systems and the development of reporting tools; Oversees the training and effective utilization of relevant UCGS software systems to ensure information in all systems is accurate, up-to-date, and audit compliant; Conduct final audit of all summer transactions before sending to Director of University of Conference & Guest Services.  
  5. On-Call Emergency Response / After Hours Responsibility: Participate in 24 hour “on-call” coverage for conference operations during the summer months in rotation with the Director and Associate Director of University of Conference & Guest Services within the campus-wide Campus Life on-call system. Refer all crises/emergencies to Public Safety and the OCL Contact on duty.

Supervisory Responsibility

  • Supervise (1 full-time entry level staff)

Work Environment

  • Requires some non-traditional hours during peak operational periods. 

Position Type/Expected Hours of Work

  • Full time 
  • Project Leader/Advisor B
  • Non-Exempt

Salary Range

  • 62,000.00 to 68,000.00 - Annually

Required Education and Experience

  • Bachelor’s degree required (Master’s degree preferred in Business Administration and/or Finance) or equivalent in education, training and/or experience
  • 3-5 years of experience in event planning, summer conferences, finance/billing, or higher education administration required.
  • Computer experience, particularly in database and spreadsheet applications, required. 
  • Must be able to prioritize, balance, and complete multiple tasks with direct but minimal supervision. 
  • Excellent customer service skills required. Requires some non-traditional hours during peak operational periods. 

Preferred Education and Experience

  • Master's degree or equivalent
  • 5-8 years of relevant experience
  • Computer experience, particularly in database and spreadsheet applications, required.  
  • Must be able to prioritize, balance, and complete multiple tasks with direct but minimal supervision.  
  • Knowledge of the following software/platforms:  StarRez, Zoho, CVENT-Social Tables; Sub-It-Up; Zoom Webinars; Transact; Salto; C-Cure; EMS; Colleague.

Additional Eligibility Qualifications


  • 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.


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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.

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