Event Logistics Student Assistant

Definition and Purpose

Under the supervision of the Assistant Coordinator - Event Logistics, the Event Logistics Student Assistant is responsible for assisting with the clerical, staff, and customer service functions associated with the event management process.  The Event Logistics Student Assistant supports the Assistant Coordinator – Event Logistics with all aspects of event logistics.

Duties include: Generate production schedules, contact clients to ascertain event details, and make room diagrams. Communicate policies, amenities, services and rates. Collaborate with clients, ASI event support staff, including audio visual and event operations, to ensure customer satisfaction. Assist with reservation related billing and estimates. Send after event surveys, analyze customer satisfaction, prepare, and present findings. Maintain related files and records.  Propose ideas to improve provided services and event quality. The Event Logistics Student Assistant should possess a keen eye for detail and the ability to handle a high volume of events, while providing outstanding and courteous service -resulting in high customer satisfaction.

ASI is committed to supporting the aspirations of the University Learning Objectives.  Our employees are expected to make reasoned decisions based on ethics, respect for diversity, and an awareness of issues of sustainability.  Additionally, they will work productively as individuals and in groups while communicating effectively.

Requirements

Educational Requirements and Qualifying Experience

• Must be a currently enrolled student at Cal Poly with a minimum of 6 units Graduate students must carry 4 units.
• Reliable, self-motivated, takes initiative and works well with minimum supervision.
• Ability to perform multiple tasks simultaneously.
• Experience working in a high volume, fast paced environment.
• Ability to be flexible and adapt to change.
• Demonstrate a high level of attention to detail with excellent spelling, grammar, and editing skills
• Ability to be highly organized.
• Ability to make routine decisions based on specific criteria/guidelines and apply judgment in performing work assignments.
• Ability to provide outstanding customer service to a diverse student, staff, and faculty population
• Ability to maintain confidentiality.
• Excellent oral and written communications skills.
• Windows-based computer knowledge and skills.
• Competency in Live 25 Pro (University’s scheduling software), One Drive and Social Tables preferred.

Supervisory Responsibilities

• None

Essential Duties and Responsibilities

• Assist in the management of events from a “customer experience” perspective.
• Respond directly to and addressing participant/customer concerns and problems.
• Provide assistance and back-up to the Assistant Coordinator-Event Logistics with all aspects of ASI reservations and event support.
• Work well under pressure/meet deadlines/excellent time management skills.
• Ability to manage multiple projects.
• Exercise good judgment, work independently with minimal supervision.
• Be resourceful and can research data to find answers independently.
• Coordinate with various ASI areas to ensure the customer needs are met.
• Ensure compliance with University and ASI policies in providing event information users of ASI managed facilities.
• Communicate facility - policies, procedures and costs.
• Work with customer to coordinate event details, including scheduling, room diagrams, room set-up, audio visual needs and other event details as needed.
• Assist in all aspects of event preparation including identifying issues of location, food service, parking, publicity, risk management, and educate users on ASI, and University policies and procedures.
• Answer routine policy related questions.
• Processes and distribute reports via the 25 Live Pro scheduling software.
• Compile and assemble the monthly billing information for the Event Management Department.
• Provide general office assistance (word processing, filing, mail preparation, etc.).
• Provide positive public relations, program promotion, and policy education to participants.
• Adhere to all ASI departmental policies and procedures.
• Assist with special projects that support the various ASI programs and service areas.
• Awareness of safety concerns and risk management.
• Awareness of and appreciation for individual uniqueness and diversity.
• Attend all mandatory meetings.

Diversity and Inclusion

• Recommend and support practices intended to eliminate racial, gender, or any other form of bias in processes, policies, and procedures.
• Demonstrate awareness of one’s own biases, comfort levels, and various aspects of diversity, equity, and inclusion (DEI).
• Demonstrate effort to understand each person’s individual and collective role in creating inclusive environments.
• Participate in trainings and activities provided by ASI as it relates to diversity, equity, and inclusion.

Other Duties and Responsibilities

• The person holding this position is considered a "mandated reporter" under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in ASI policy as a condition of their employment.
• Other duties as assigned.

Period of Employment

Employment with this organization is of an "at will" nature, which means that the employee may resign at any time and ASI may discharge the employee at any time with or without cause.

Benefits

Compensation and Hours

• Hourly Pay Rate: $16.00 per hour; maximum 20 hours per week.

• Hourly Pay Range: $16.00 per hour - $16.00 per hour

Requires a minimum of 3 consecutive quarters

Position accepting applications until 5/27/2024

The Associated Students, Inc. is an Equal Opportunity Employer.

Date revised: 04/13/2020