Event Accounting Assistant/Coordinator (Part-Time)

Job Responsibilities

The Event Accounting Assistant/Coordinator provides administrative, financial, and operational support for Conference Services. This position coordinates accounting and recordkeeping, supports event planning and execution, maintains financial documentation, and serves as a key resource for clients, vendors, and college personnel. The successful candidate will help ensure accurate financial reporting, efficient event operations, and exceptional customer service while supporting conferences, meetings, and special events across the college.

Key responsibilities include:

• Maintain financial records and documentation for Conference Services, including accounts receivable activities, payment processing, deposits, and record retention.
• Record financial transactions, prepare journal entries, post transactions to appropriate accounts, and ensure the accuracy of accounting records.
• Reconcile financial records and assist with monthly accounts receivable, accounts payable, financial statements, and revenue reporting activities.
• Verify invoices and coordinate with internal departments to support timely and accurate payment processing
• Audit financial records and assist with the preparation of reports in accordance with college policies, procedures, and reporting requirements.
• Assist with the planning and coordination of conferences, meetings, special events, and other Conference Services activities.
• Coordinate inventory of event and catering supplies and assist with ordering linens and other event materials as needed.
• Communicate and collaborate with clients, vendors, faculty, staff, and other stakeholders to support successful event execution and provide exceptional customer service throughout the event planning process.
• Support day-to-day Conference Services operations and assist with special projects and other duties as assigned.

Minimum and Additional Requirements

This position requires an associate degree in accounting, business administration, hospitality management, or a related field and experience in accounting, bookkeeping, or financial recordkeeping. An equivalent combination of education and relevant work experience may be considered.

Preferred Qualifications

• Knowledge of accounting principles, bookkeeping practices, and financial record management.
• Proficiency with Microsoft Office applications, including Excel, Word, and Outlook.
• Experience in event planning, conference services, hospitality, or a related field.
• Experience using Delphi event software or similar event management systems.
• Experience working in a higher education, government, or public-sector environment.
• Strong organizational, analytical, and time management skills with exceptional attention to detail.
• Ability to analyze financial records, interpret policies and procedures, and maintain accurate documentation.
• Excellent interpersonal and customer service skills with the ability to establish and maintain effective working relationships.
• Ability to work independently, manage multiple priorities, meet deadlines, and contribute effectively in a team environment.
• Flexibility to work occasional evenings or weekends in support of conferences, meetings, and special events.
• Excellent written and verbal communication skills.

Additional Comments

This position operates in both office and event environments and requires regular interaction with faculty, staff, students, clients, vendors, and the public. Flexibility is required to accommodate event schedules, work across multiple campuses, financial deadlines, and peak business periods.