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Event Logistics Student Assistant (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 Logistics Student Assistant  
Open Date 11/27/2023  
Close Date  

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.


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 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.
  • 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.
  • Attend all mandatory meetings.
  • Available to work a minimum of 10 hours during Winter or Spring break (if needed)


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.


Compensation and Hours

Starting Pay Rate: $16.00 per hour; 15 hours needed per week (maximum 20 hours per week).

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

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

Date revised: 03/13/2023

Number of Openings 2  
Location 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-23-00088  
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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