Assistant Director of Finance, Conference and Event Planning

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Job Description

Job Summary

The Assistant Director of Finance, Conference & Event Planning (CEP), is responsible for the financial management and accounting operations supporting the full scope of CEP activities. CEP is a significant and complex business operation requiring dedicated financial oversight and support. This position is fully dedicated to CEP and serves as a key financial and business partner to the Director, Conference & Event Planning, CEP leadership, coordinators, and clients.

Under the general direction of the Director, Conference & Event Planning, the Assistant Director of Finance performs and oversees accounting, financial reporting, budgeting, payroll reporting, cash management, billing, reconciliation, and financial analysis activities. The position establishes and maintains accurate financial records and ensures compliance with Cal Poly Partners Board of Directors' policies, University business policies and procedures, applicable state and federal fiscal regulations, and generally accepted accounting standards.

The Assistant Director of Finance is responsible for applying sound financial practices within Workday and other Cal Poly Partners financial systems. The position monitors financial activity, prepares and analyzes reports, supports month-end and year-end close processes, and provides timely financial information to support CEP's operational and strategic decision-making.

A significant component of the position is client financial support, including preparation, review, reconciliation, and reporting of payroll and other financial charges associated with CEP programs and events. The incumbent works closely with CEP staff and clients to ensure accurate financial reporting, timely billing, clear documentation, and effective resolution of financial questions or discrepancies.

The Assistant Director of Finance oversees the daily operations of assigned accounting support staff and provides training, direction, and guidance related to journal entries, financial reporting, Workday processes, payroll reporting, cash operations, credit card processing, reconciliations, project accounting, and other financial functions.

Duties and Responsibilities

• Financial Reporting and Analysis: Prepare and deliver monthly financial statements, annual financial reports, budget-to-actual reports, and ad hoc financial reports for CEP. Analyze revenues, expenses, payroll, event financial activity, and variances to support management decision-making. Develop and maintain accurate, timely, and useful financial reporting for CEP leadership and internal stakeholders.
• Workday Financial Practices and Systems: Perform and oversee financial activities within Workday and other applicable Cal Poly Partners systems. Maintain accurate financial information and supporting documentation; process, review, and reconcile financial transactions; support appropriate use of accounting structures and reporting tools; and ensure financial activity is recorded accurately and timely. Serve as a resource to CEP staff regarding Workday-related financial practices and procedures.
• Payroll Reporting and Client Financial Support: Prepare, review, reconcile, and provide payroll reporting for CEP clients and programs. Monitor payroll-related charges and ensure accurate allocation and reporting of labor costs associated with events and services. Respond to client and internal questions regarding payroll reporting, charges, reconciliations, and financial documentation. Coordinate with appropriate staff to resolve payroll discrepancies and ensure timely corrections.
• Monthly and Annual Closings: Prepare and maintain CEP monthly and annual closing activities, including payroll-related reporting, journal entries, account reconciliations, revenue and expense review, and other closing requirements. Reconcile income and expenses and ensure accurate tracking of cash, checks, credit card payments, and other forms of revenue.
• Cash Handling and Compliance: Ensure Cal Poly Partners deposit documentation and financial logs are completed accurately and timely. Oversee cash handling, receipt, deposit, and credit card procedures for CEP. Ensure practices comply with Cal Poly Partners and University policies and applicable regulatory requirements.
• Project Number and Event Accounting: Utilize Cal Poly Partners systems to establish, maintain, reconcile, and close project numbers for CEP programs and events. Reconcile program income and expenses and prepare draft closing budgets and financial summaries. Collaborate with Conference Coordinators and other CEP staff to resolve billing and financial discrepancies.
• Client Billing and Financial Reconciliation: Support accurate and timely client billing by reviewing financial activity, payroll charges, event expenses, deposits, and other billable items. Reconcile client accounts and investigate discrepancies. Provide clear financial information and documentation to CEP staff and clients as appropriate.
• Refund and Transaction Management: Conduct initial reviews of refund requests, adjustments, and other financial transactions, ensuring adherence to established guidelines. Facilitate refunds and exceptions in collaboration with appropriate CEP staff. Review transactions for accuracy, completeness, and compliance.
• Budget Preparation and Oversight: Assist the Director, Conference & Event Planning, with the development and monitoring of CEP operating and General & Administrative budgets. Input and maintain budget information in applicable financial systems and provide monthly and annual variance analysis, forecasting, and financial recommendations.
• Audit Support: Collaborate with auditors on CEP financial transactions, accounting records, payroll-related documentation, and other financial matters. Prepare audit schedules, reconciliations, supporting documentation, and assist with responses to audit inquiries and preparation of audited financial information.
• Staff Training and Supervision: Provide training, direction, and guidance to student accounting assistants and other assigned personnel. Oversee daily accounting support activities, including journal entry processing, record maintenance, Workday financial practices, cash operations, credit card processing, payroll reporting, reconciliations, and financial reporting.
• Policy Compliance and Updates: Maintain current knowledge of Cal Poly Partners policies, University policies and procedures, Workday financial practices, federal and state requirements, and applicable accounting standards. Implement necessary changes and communicate updated financial policies and procedures to CEP staff.
• Internal Controls and Process Improvements: Review internal document flow, financial workflows, Workday processes, and office procedures supporting CEP accounting and financial operations. Recommend and implement improvements that strengthen internal controls, increase efficiency, reduce risk, and improve the accuracy and timeliness of financial information.
• Reconciliation and Reporting: Oversee preparation and review of account reconciliations and financial reports for CEP, ensuring accurate and timely submission for internal management, external audits, and Cal Poly Partners General Accounting requirements. Research and resolve variances, discrepancies, and other accounting issues.
• Collaborative Financial Support: Work closely with CEP leadership, Conference Coordinators, clients, and other stakeholders to establish effective financial reporting and business practices. Provide financial analysis and recommendations related to event budgets, pricing, revenue, expenses, payroll, client billing, and operational planning.
• Special Projects and Strategic Support: Undertake special financial, operational, systems, and reporting projects as assigned by the Director, Conference & Event Planning. Support financial data collection, analysis, reporting, forecasting, Workday-related initiatives, and process improvement projects that enhance CEP's financial and operational performance.
• Other Duties as Assigned: Perform additional tasks and responsibilities as assigned to support the financial and operational success of Conference & Event Planning and Cal Poly Partners.

Position Requirements

• Bachelor’s degree in Accounting, Finance, Business Administration, or related field, or equivalent combination of education and professional experience with at least four years’ experience directly related to the duties and responsibilities specified.
• Knowledge of financial record keeping procedures, laws, regulations, and standards.
• Knowledge of public auditing policies, standards, and procedures.
• Ability to analyze and interpret financial data and prepare financial reports, statements, projections, and payroll-related reports.
• Knowledge of federal and state regulations, laws, and auditing requirements.
• Ability to plan, implement, and direct accounting, financial, payroll reporting, and associated information system projects and initiatives.
• Working knowledge of Workday financial practices and the ability to learn and apply Workday processes, reporting tools, and financial procedures.
• Skill in examining and re-engineering operations and procedures, formulating policy, and developing and implementing new strategies and procedures.
• Skill in budget preparation, forecasting, financial analysis, and fiscal management.
• Knowledge of computing and computer-assisted fiscal and administrative systems.
• Knowledge of financial and business analysis techniques.
• Ability to interpret audit information and institute financial policy, procedure, and/or operational corrections and modifications.
• Ability to use independent judgment and manage and communicate financial information to a range of clients and stakeholders.
• Ability to foster a cooperative work environment.
• Ability to work after hours and weekends, if needed.
• Ability to perform complex, highly responsible, and confidential duties.
• Excellent computer skills including Microsoft Word and Excel.
• Ability to prioritize, plan, organize, and meet timelines.
• Ability to lead others in managing tasks; train and evaluate the performance of assigned personnel.
• Ability to establish and maintain cooperative and effective working relationships with others.
• Excellent verbal and written communication skills and the ability to interface with all levels of staff, Board of Directors, University community, including students, faculty and staff, clients, and the public.
• Interpersonal skills using tact, patience, and courtesy.
• Ability to maintain regular and reliable attendance.
• A background check is required for all regular benefited positions.
• The person holding this position is considered a ‘mandated reporter’ under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment.

Physical Requirements

• Hearing and speaking to exchange information in person or on the telephone.
• Dexterity of hands, fingers, and wrist to operate a computer keyboard and calculator.
• Seeing to read a variety of materials.
• Sitting or standing for extended periods of time.
• Physical agility to lift, carry, push, or pull objects.
• Commuting on an as-needed basis to outside meetings and training locations.

Hiring Range

$85,000 - $95,000 annually

If you like growth and working with happy, enthusiastic over-achievers, you'll enjoy your career with us!

Cal Poly Partners, an equal employment opportunity employer, is strongly committed to achieving excellence through a diverse workforce. The University actively encourages applications of all qualified individuals.

The department will evaluate experience and education to determine placement into appropriate position level. Subject to continued grant/center funding.

Cal Poly Partners provides excellent benefits including medical, dental, vision, life insurance, retirement, paid sick leave/vacation and 14 holidays.

Employees are eligible to participate in the CP Partners Medical Insurance Plan offered through the California Public Employees’ Retirement System (CalPERS). Employees have different plans from which to choose including HMOs and PPOs. The coverage includes the employee, his/her dependents, or domestic partner. The CP Partners cover a large portion of the medical premium for the employee and eligible dependents.

All employees are members of the California Public Employees’ Retirement System (CalPERS) and will contribute to their retirement; these contributions can be refunded if the employee terminates prior to retirement.

Please visit our website for additional benefits information. Employee Benefits (sharepoint.com)

Employment is contingent upon the successful completion of a criminal background check, educational and employment verification, and reference check, as required.

EEO/Disability/Protected Veteran Employer