Student Activities Assistant PTS bei Associated Students, Inc. (ASI) - Cal Poly Pomona

Work Schedule: 15-20 hours per week; shifts based on operational need of the organization. Occasional evening and   weekend hours required. Hybrid eligible, but predominantly on-campus

OVERVIEW

Established in 1963, Associated Students, Inc. (ASI) is a non-profit corporation guided by a student board and managed by full-time professional staff. ASI is a part of the Cal Poly Pomona Division of Student Affairs with a dashed reporting line to Administrative Affairs. ASI serves the entire campus population, including over 26,000 students, by providing opportunities for student engagement, student employment, and a multitude of programs and services such as recreation and wellness, student union and activities, student government, and childcare. ASI operational support areas include human resources, financial services, information technology, facilities management, and marketing. ASI employees exhibit our values of integrity, honor, dedication, loyalty, and respect in every interaction with each other, our students, the campus community, and guests of Cal Poly Pomona. 

The ASI Bronco Events and Activities Team (BEAT) creates collaborative and innovative programs that promote student engagement, school spirit, and personal development. BEAT is responsible for implementing various traditional events and developing new programs planned by its student and staff. BEAT provides an opportunity for students and professional staff to hone their skills in event planning and managing art exhibits in a higher education setting.

POSITION DEFINITION

Under immediate supervision from the Program Coordinator, the Student Activities Assistant performs routine and non- routine tasks in support of ASI BEAT including planning and implementing events and activities for Associated Students, Inc. (ASI) and the campus at-large. The Student Activities Assistant collaborates with campus constituents, external agencies and performers and regularly interacts with departmental staff, student leaders, and other ASI team members.   

ESSENTIAL DUTIES 

• Plan, develop, execute, and assist with assessment of traditional, performance, and school spirit-related events and programs
• Assist with contracting  artists, vendors, performers, and other agencies to obtain cost estimates and discuss event logistics
• Work with Campus Catering, External vendors, and other food providers to order catering for events
• Maintain positive and professional working relationships with external agencies and within the organization and campus
• community 
• Work within the boundaries of established event budgets and track expenditures and related documents
• Answer phones, taking and relaying messages in a professional and courteous manner
• Provide consistent, courteous, and professional customer service 
• Assess the needs of the students at large as it relates to programs and events
• Create and maintain contact with artists, vendors, performers, and other agencies to obtain cost estimates and discus event logistics in a professional manner (should be moved to the bullet point on top)
• Complete financial paperwork and communicate with BEAT operations staff to ensure all documents are submitted correctly
• Schedule appointments for meetings and events to ensure event details are updated and current on campus reservation
• systems, myBAR, and internal filing systems
• Represent ASI consistent with the organization’s values, behaviors, purpose, vision and mission.
• Attend all required departmental and organizational team meetings, retreats and trainings
• Perform other duties as assigned 

QUALIFICATIONS

• Must be available to attend mandatory department wide and position specific staff trainings
• Familiarity with working with Canva, Adobe, or another editing software, preferred
• Strong copy and editing skills
• Previous event planning experience, preferred
• Ability to work successfully within a team-spirited environment
• Excellent communication skills with the ability to effectively communicate clearly and concisely, both orally and in writing
• Familiarity with ASI and BEAT programs and services, preferred
• General knowledge of campus policies, preferred
• Engagement in co-curricular areas of campus (clubs, organizations, athletics, etc.), preferred 
• Ability to maintain professional work conduct
• Ability to follow routine verbal and written instructions
• Ability to adhere to work rules, follow directions, use time effectively and work productively without close supervision 
• Ability to successfully complete tasks in a fast-paced, changing environment
• Strong interpersonal and networking skills
• Ability to make independent decisions and recommendations
• Demonstrated ability to work with a diverse student population and campus community
• Ability to operate a computer workstation using word processing, spreadsheet and other computer applications in use 
• California Food Handlers Card (Within 30 days of hire, training provided by ASI)

EMPLOYMENT ELIGIBILITY 

Employment with ASI is open to any Cal Poly Pomona student who is eligible to work and has the legal right to work in the United States. In addition, student employees must be currently enrolled in a minimum of 6.0 units (undergraduate) and 4.0 units (graduate), international student employees must be enrolled in a minimum of 12.0 units (undergraduate) and 6.0 units (graduate) at the end of the add-drop period. Student employees are required to have a minimum overall and Cal Poly Pomona GPA of 2.0 and be in good academic standing with the University. Individuals enrolled only in Extended University are not eligible for hire. Exceptions to the unit load requirement are allowed during the summer term and for students who have applied for graduation for the current term. 

WORK ENVIRONMENT

While performing the duties of this job, the employee is frequently required to sit, talk, and hear; manual dexterity, eye-hand coordination, and verbal communication; use of office equipment: telephones, calculator, copier and fax. Must be able to walk, stand, bend, and lift up to 45 pounds of event equipment.  

MANDATED REPORTING REQUIREMENT 

In compliance with the California Child Abuse and Neglect Reporting Act (CANRA) and the CSU Executive Order 1083, each ASI employee is designated as a mandated reporter and is required to sign an Acknowledgment of Mandated Reporter Status and Legal Duty to Report Child Abuse and Neglect.  

SYSTEMWIDE SMOKE AND TOBACCO FREE ENVIRONMENT EO 1108:

Cal Poly Pomona is a smoke and tobacco-free campus. Please refer to the link below for policy information. http://www.calstate.edu/EO/EO-1108.html 

COVID-19 VACCINATION

CSU, along with Associated Students Inc., strongly recommends all staff who are physically accessing campus facilities or programs to be fully vaccinated against COVID-19, which includes obtaining a COVID-19 booster dose. See policy at https://calstate.policystat.com/policy/11030468/latest