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Event Scheduling Student Assistant (Position open until filled) 

About the Organization Associated Students, Inc. (ASI) provides Cal Poly students with opportunities to experience life outside of the classroom through the wide variety of programs and services offered at the Cal Poly Recreation Center, Julian A. McPhee University Union, Orfalea Family and ASI Children's Center, and Cal Poly Sports Complex. Cal Poly students and full-time staff members have the opportunity to work on campus to create quality programs and services for all students. Whether you are looking for a position that supports your academic/professional goals, need to support yourself while at Cal Poly, or are looking to develop your leadership skills, ASI offers a unique and fun work experience for all of our employees. Apply to join our team today!
EOE Statement The Associated Students, Inc. is an Equal Opportunity Employer.

Position Event Scheduling Student Assistant  
Open Date 5/8/2023  
Close Date  

Event Scheduling Student Assistant (University Union)

Definition and Purpose

Under the supervision of the Assistant Coordinator-Facility Scheduling, the Event Scheduling Student Assistant is responsible for assisting with the clerical, staff, and customer service functions associated with the reservation process. The Event Scheduling Student Assistant assists the Assistant Coordinator-Facility Scheduling with all aspects of the reservations process. Duties include facilities reservations, coordinating event support (audio visual and space set-up), maintaining related files and records, and assisting with reservation-related billing. The Event Scheduling Student Assistant is responsible for ensuring that accurate and consistent information is posted to the University Master Calendar; proper grammar and excellent spelling skills are of particular importance. The Event Scheduling Student Assistant handles a high volume of diverse requests and is expected to provide outstanding and courteous service, which results 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.


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 GPA of 2.0. Graduate students must carry 4 units/3.0 GPA
  • 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 Resource 25 (University’s scheduling software) and CAD preferred

Supervisory Responsibilities

  • None

Essential Duties and Responsibilities

  • Assist in the management of events from a “customer experience” perspective
  • Assist customers with issues related to all aspects of the reservation process through the use of Resource 25 Integrated Event Scheduling System.
  • Respond directly to and address participant/customer concerns and problems
  • Provide assistance and back-up to the Assistant Coordinator-Facility Scheduling with all aspects of ASI reservations, scheduling, and event Support
  • Work well under pressure/meet deadlines/excellent time management skills
  • Exercise good judgment independently with minimal supervision/resourceful/can 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 to club officers, club advisors, and users of ASI-managed facilities
  • Communicate facility scheduling policies, procedures, and costs
  • Provide service and solutions for facility requests and advise campus groups on the E-Plan scheduling process and procedures
  • Work with customers to coordinate event details, including scheduling, room diagrams, audio visual needs, and other arrangements as needed
  • Complete club reservation requests ensuring all information is accurate and consistent
  • Assist club officers in preparing for all aspects of event preparation including identifying issues of location, food service, parking, publicity, risk management, and educating on ASI, and University policies and procedures.
  • Answer routine scheduling and policy-related questions
  • Processes and distributes reports via the Resource 25 scheduling software
  • Compile and assemble the monthly billing information for the Event Scheduling and 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.
  • Available to work a minimum of 10 hours during Winter or Spring break (if needed)
  • 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: $15.50 per hour; maximum 20 hours per week (10-20 hours needed)

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

Date revised: 01/01/2023

Number of Openings 4  
Location Operations - University Union  
Full-Time/Part-Time Part-Time  
Exempt/Non-Exempt Non-Exempt  
Position Requirements

This position may require sitting, standing, walking, reaching overhead, repetitive use of hands/arms, and eye/hand coordination.

Environmental factors include working inside, dry, change of temperature, working with others, working around others and working alone.

Req Number STU-23-00049  
Shift Details None Specified 

Requires 1-2 hours per day None Specified 

Requires 3-4 hours per day None Specified 

Requires 5-6 hours per day None Specified 

Requires 7+ hours per day None Specified 

This position is currently not accepting applications.

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