Definition and Purpose
The Poly Escapes Student Office Assistant is responsible for assisting the Coordinator of Outdoor Recreation in providing support for Poly Escapes programs including Trips, Climbing Park, and Rental/Retail Operations. The Student Office Assistant handles a high volume of diverse requests and is expected to be a resource to the program coordinator. The emphasis of this position is to provide administrative assistance and perform internal customer service functions.
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.
Educational Requirements and Qualifying Experience
Must be a currently enrolled student at Cal Poly with a minimum of 6 units. All ASI student staff must have a minimum cumulative GPA of 2.0 at Cal Poly. Graduate students must carry 4 units/3.0 cumulative GPA at Cal Poly.
Ability to be highly organized and have good planning skills
Excellent oral and written communication skills
Previous general office or administrative support experience preferred
Reliable, self-motivated and works well with minimum supervision
Ability to perform multiple tasks simultaneously
Awareness of safety concerns and risk management
Experience working with high volume, fast-paced environment
Previous customer service experience preferred
Knowledge of Windows based computer systems required (Microsoft Office); strong Excel skills required
Awareness of and appreciation for individual uniqueness and diversity
Experience in cash handling and basic accounting functions preferred
Ability to make routine decisions based on specific criteria/guidelines
Ability to be flexible and adapt to change
Ability to have a high level of attention to detail
Ability to work cooperatively with others or independently, as the situation requires
Ability to work with diverse populations and those with special limitations or needs
Supervisory Responsibilities
None
Essential Duties and Responsibilities
Handle confidential information according to ASI policies and procedures
Provide quality customer service to all staff members and customers
Keep accurate records and ensure accurate data entry
Adhere to ASI departmental policies and procedures
General office assistance (word processing, filing, mailing, copying)
As required, position will ensure that financial paperwork submitted includes the information necessary for processing
Applicable computer program knowledge of Word and Excel
Research and provide recommendations for purchases
Maintain knowledge of all current activities and upcoming events within ASI
Maintain prompt hours and follow attendance procedures
Attend all mandatory meetings and workshops
Keep work areas neat and organized
Assist with special projects
Maintain familiarity with evacuation plan for work area
Other duties as assigned
Specialized Duties and Responsibilities
Maintain knowledge of Poly Escapes programs, services, and amenities in order to answer staff and customer questions
Book reservations for rental vans used for trips
Create payment request forms (PRFs) for trip expense reimbursements and other purchases
Maintain tracking spreadsheets for key statistics, surveys, and assessments
Review and Update Trip descriptions on our registration system
Update and consolidate trip participant surveys results
Manage the Poly Escapes newsletter
Maintaining email lists and contact information
Maintaining and distributing meeting notes from key meetings
Perform data entry and maintain staff rosters including all certifications and other credentials
Collect and submit required forms from staff and volunteers periodically
Maintain and archive all essential paperwork resources for trips
Consolidate trip budget reports
Additional projects as needed
Maintain office supplies at Poly Escapes Store front
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.
Compensation and Hours
Pay Rate: $13.00 per hour; maximum 20 hours per week.
The Associated Students, Inc. is an Equal Opportunity Employer.
Date revised: 2/10/2020
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