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Administrative Associate / Accounting, Operations, & Conferences

Company: Learning Forward
Location: Dallas
Posted on: May 16, 2022

Job Description:

Job Description Reports to: CFO-COO, Controller, VP Conference Programs, VP Conference Operations Major Job Responsibilities: Accounting/Operations duties - Assist Controller and CFO with specific accounting duties: o Assist with year-end audit --- gathering of materials, research information requests, post responses to Audit portal o Related to Office management and the credit cards - keep track of technology/software licenses and asset inventory o Evaluate all charges, who uses the technology and cancel unused technology and license new tech o Process expense reports and enter them in QuickBooks o Process and reconcile credit card travel expenditures from the travel agency with expense reports and individual department budgets. o Process invoices, code and enter them in QuickBooks. Schedule invoices for payment once approved. o Assist with document management, cleaning out files, sending old files for shredding, etc. o Assist with creating and maintaining files for accounting and operations. Operations related Duties - Assist office manager with office related duties: o Monitor and maintain inventories of work room/copier supplies, mailing supplies and kitchen supplies. Order office supplies and enter orders and expenses in QuickBooks to proper accounts. o Maintain office usernames and PW for technology licenses, etc. using LastPass o Retrieve and send office mail daily, distribute incoming mail, and input invoices in QuickBooks. o Manage postage and process outgoing mail and package shipments. o Assist with document management, cleaning out files, sending old files for shredding, etc. o Assist with welcoming office visitors and announcing them to the appropriate staff members. o Assist with communications with the building management company, making requests for service and follow-up. Conference related duties: Annual Conferences --- work with VP Conference Programs and VP Conference Operations on the following: Supports all activities associated with the proposal system. This includes inquiries, edits, communication, and maintenance as well as the concurrent session proposal review scoring process. -- Coordinates communications, speaker agreements and registration details for all non-honorarium-based presenters. -- Supports session development of the print and online versions of the conference programs Coordinates communications for session hosts. Coordinates presenter(s) and host support and materials. Coordinates special invitations for onsite receptions/celebrations. -- Provides onsite support to Conference Host Committees and coordinates and manages onsite student performers. Coordinates conference onsite VIP guest ticketing, ticket exchange and presenter room. -- Coordinates the Conference---s email account Supports communication and operation of the Conference Planning Committee Supports the evaluation process and data analysis for each conference. Supports the presenter conference webpage. -- Assists with review of content for conference marketing efforts. Supports collection of AV requests by presenters in preparation for the conference and related to onsite changes. Monitor attendee session size during registration process Coordinate signage for conference. Manage coordination of conference preconference and concurrent session meeting space adjustments --- Assist in the Mobile App set-up for annual conference --- Support Sponsor marketing, on-site conference set-up, related sessions, and events Institutes and Other Special Learning Events Supports recruitment, negotiation, program development, and contracting for learning programs and institute presenters. Supports the evaluation process and data analysis for each meeting or event. Coordinates presenter and facilitator support and materials. -- Assists with review of content for event related marketing efforts. Compensation and benefits are commensurate with experience. Job requirements/ preferences: -- Five years of admin experience -- Proficiency in Microsoft Office, Adobe software -- Knowledge of Apple iOS and MAC products is preferred TO APPLY : Please send resume with a cover letter stating why you feel you are best suited to this position to: employmentlearningforward.org Learning Forward is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, religion, creed, color, national origin, ancestry, sex (including pregnancy, childbirth, breastfeeding, or medical conditions related to pregnancy, childbirth, or breastfeeding), age, medical condition, marital or domestic partner status, sexual orientation, gender, gender identity, gender expression and transgender status, mental disability or physical disability, genetic information, military or veteran status, citizenship, low-income status or any other status or characteristic protected by applicable law. Company Description Learning Forward is the only professional association devoted exclusively to those who work in educator professional development. We help our members leverage the power of professional learning to effect positive and lasting change. Learning Forward sets the standard for professional learning and builds the capacity of educators to equitably serve all students.

Keywords: Learning Forward, Dallas , Administrative Associate / Accounting, Operations, & Conferences, Administration, Clerical , Dallas, Texas

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