Event Operations Office Student Assistant

Definition and Purpose

Under the supervision of the Coordinator – Event Management, the Event Operations Office Assistant is responsible for assisting with the clerical and staffing functions associated with the Event Operations and Audio Visual Department.  The Event Operations Office Assistant handles a high volume of diverse requests and is expected to be a resource to all staff and customers. The emphasis of this position is providing outstanding and courteous service and ensuring 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
• Preferred experience with, or the ability to learn 25Live and When-To-Work
• Experience working with Word, Excel, and Adobe Acrobat
• Ability to initiate, establish, and foster communication and teamwork by maintaining a positive, cooperative, productive work atmosphere.
• Ability to establish and maintain effective working relationships within a diverse population and with those from various cultural backgrounds, specific needs, or limitations.

Supervisory Responsibilities

• None

Essential Duties and Responsibilities

• Assist with scheduling event staff using When-To-Work software
• Review event summaries and surveys and report on results
• Complete production schedules accurately and efficiently
• Maintain files and provide record keeping for event related materials
• Attend staff and event related meetings
• Provide the Coordinator-Event Management weekly updates and progress reports
• Work well under pressure/meet deadlines/excellent time management skills
• Exercise good judgment independently with minimal supervision/resourceful/can find answers independently
• Communicate clearly with full-time and student staff
• Track event statistics in relation to our staff hours for set-up, supervision, and audio visual shifts
• Coordinate with various ASI areas to ensure the event details are accurately shared
• Provide general office assistance (word processing, filing, mail preparation, etc.)
• 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
• 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.

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

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

Position accepting applications until 5/24/2024.

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

Date revised:  01/01/2023