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The Forum associate director of finance and event operations reports directly to the executive director, attends and participates in executive committee meetings, and represents, upholds, and strengthens The Forum's brand and reputation. Responsible for all finance functions, relations with university departments, staff and office supervision, and logistics associated with sponsors, exhibitors, volunteers, and onsite conference production. In addition, the assistant director organizes and staffs the logistics committee, a volunteer group.

Primary Responsibilities

• Working with the executive director, responsible for creating, managing, and implementing the budget for The Forum. Responsible for the financial integrity of the budget to ensure appropriate expenditures.
• Tracking revenue and expenses to meet a breakeven-to-profit status.
• Reconcile registration system and Forum budget to the university accounting system.
• Working with registrar, responsible for invoicing for all Forum revenue and maintain accounts payable and receivable, including collections as needed.
• Assist Augsburg finance office in processing bank transfer and credit card payments.
• Oversight of Cvent registration program and database.
• In consultation with executive director, negotiate external vendor and presenter contracts. Work with vendors to ensure accurate contract needs, timely delivery of goods and services, and appropriate contractor invoicing and timely payment. Contracts include: AV, business development, decorator, design, collateral, print/media, stage management, marketing, production, strategy, hotel, convention center, coaching, other.
• Oversee payment of all Forum expenses including presenter travel reimbursements.
• Manage sponsor and exhibitor benefits and logistics. Staff and oversee logistics committee (volunteer members), recruit volunteers from internal and external sources and assign and manage volunteer roles and schedules.
• Responsible for packing office, onsite move in, set up, tear down, unpacking of conference materials.
• Coordinate with contractors to manage onsite conference operations including volunteers, registration, Marketplace, convention center and catering.
• Support with recruitment, hiring and training of new forum staff
• Supervise program coordinator, registrar and student worker(s) providing frequent interaction, clear direction and feedback, coaching and staff development; conduct annual performance reviews.

Additional Responsibilities

• Manage office equipment and supplies including computers, printers and copiers.
• Serve as a liaison to University departments, including but not limited to: HR, legal, procurement, finance, institutional advancement, physical plant and ITS.
• Oversee current and recommend and develop new policies and procedures as needed.
• All other duties as assigned by supervisor(s).

Work Environment and Physical Demands

• A typical work environment is an office, working at a desk for long periods of time.
• Regular computer and phone use.