Department Project Assistant (SE)

Work Schedule: 12-15 hours per week; occasional evenings/weekends based on department needs. Primary work location is on campus; hybrid work may be available per department practice.

OVERVIEW

Associated Students, Inc. employs student-focused professionals with equity-mindsets. Established in 1963, ASI is a non-profit corporation guided by a student board and managed by full-time professional staff.  ASI is considered a part of the Cal Poly Pomona Division of Student Affairs with a dashed reporting line to Administrative Affairs. ASI serves the entire campus population, including over 27,000 students, by providing opportunities for student engagement, student employment, and a multitude of programs and services such as recreation and wellness, student union and activities, student government, and childcare. ASI operational support areas include human resources, financial services, information technology, facilities management, and marketing.  ASI is engaged in the work of being a learning organization. Currently, the guiding ideas of the organization are “under construction” as the team re-imagines its vision, mission, and core values. ASI is looking for dynamic team members who value team learning, co-creation, and adaptability to best serve the needs of our students. 

As an evolving learning organization, ASI is human-centered and strives to live its values of care and growth. The purpose of ASI is to transform lives, and its vision will be co-developed through the teamwork of staff. With a commitment to learning, continuous improvement, and innovation, ASI is looking for a dynamic team member who supports team learning, co-creation, radical candor, psychological safety, growth mindset, and lives out equity, diversity, and inclusion practices. 

POSITION DEFINITION

The Department Project Assistant provides day‑to‑day logistical, administrative, and light project coordination support for the department. While the position reports to the department head, it serves the entire department by helping keep projects, meetings, and routine workflows organized and on time. This is a strong opportunity for a responsible, detail‑oriented student to work directly with an experienced department leader and learn professional operations in a fast‑paced student‑focused organization.

ESSENTIAL DUTIES

• Coordinate team meetings, department retreats, and small work sessions.
• Reserve rooms and resources; arrange basic A/V and Zoom links; prepare agendas and attach materials.
• Send calendar invites and reminders; capture concise minutes and action items; follow up on open tasks.
• Assist with monthly p‑card reconciliation: collect receipts, verify details, code/chart expenses per guidance, and prepare packets for review/approval.
• Track small purchases and orders; maintain simple spreadsheets for expense logs; monitor delivery status.
• Complete and route standard forms (e.g., payment requests, reimbursements, vendor documents) as directed; ensure signatures and supporting materials are included.
• Maintain organized digital files and shared drives using agreed naming conventions; keep trackers and logs current.
• Draft brief reminder emails and updates for review; proofread and format documents, slides, and flyers using approved templates.
• Update shared calendars and department info boards; collect simple metrics for regular reports
• Build basic checklists/timelines for recurring projects; update task boards (e.g., Monday.com) and status notes.
• Prepare materials (sign‑in sheets, packets, labels); staff check‑in tables; coordinate small‑scale logistics.
• Submit and track service tickets and work orders (e.g., facilities, IT); close out items when complete.
• Perform related administrative tasks appropriate to the role to support smooth operations across the department.

QUALIFICATIONS 

• Reliable, detail‑oriented, and highly organized; able to manage multiple tasks and deadlines.
• Clear, professional communication skills (written and verbal) and strong customer service mindset.
• Proficient with Microsoft Office (/Word, Excel, PowerPoint); ability to learn new systems quickly (e.g., Monday.com, room reservation tools).
• Discretion and professionalism in handling sensitive information.
• Ability to make independent decisions and make recommendations
• Ability to adhere to work rules, follow directions, use time effectively and work productively without close supervision
• Demonstrated ability to work with a diverse student population and campus community

WORK ENVIRONMENT

Frequently required to sit, talk and hear; manual dexterity, eye-hand coordination and verbal communication; use of office equipment: computer, printer, telephone, calculator, copier and fax. Must be able to walk, stand, bend and lift up to 25 pounds. 

EMPLOYMENT ELIGIBILITY 

Employment with ASI is open to any Cal Poly Pomona student who is eligible to work and has the legal right to work in the United States. In addition, student employees must be currently enrolled in a minimum of 6.0 units (undergraduate) and 4.0 units (graduate), international student employees must be enrolled in a minimum of 12.0 units (undergraduate) and 8.0 units (graduate) at the end of the add-drop period. Student employees are required to have a minimum overall and Cal Poly Pomona GPA of 2.0 and be in good academic standing with the University. Individuals enrolled only in Extended University are not eligible for hire. Exceptions to the unit load requirement are allowed during the summer term and for students who have applied for graduation for the current term. 

SYSTEMWIDE Smoke and Tobacco Free Environment EO 1108

Cal Poly Pomona is a smoke and tobacco-free campus. Please refer to the link below for policy information. http://www.calstate.edu/EO/EO-1108.html

MANDATED REPORTING REQUIREMENT

In compliance with the California Child Abuse and Neglect Reporting Act (CANRA) and the CSU Executive Order 1083, each ASI employee is designated as a mandated reporter and is required to sign an Acknowledgment of Mandated Reporter Status and Legal Duty to Report Child Abuse and Neglect.

COVID-19 VACCINATION

CSU, along with Associated Students Inc., strongly recommends all staff who are physically accessing campus facilities or programs to be fully vaccinated against COVID-19, which includes obtaining a COVID-19 booster dose. See policy at https://calstate.policystat.com/policy/11030468/latest