Assistant Director of Finance, Conference and Event Planning

It’s fun to work in a company where people truly believe in what they are doing!

Job Description:

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.

• 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…