Projects and Operations Assistant PTS

Work Schedule: 15-20 hours per week; shifts based on operational need of the organization. This position will work primarily in-person with the opportunity to work remotely.

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 by engaging every student. With a commitment to learning, continuous improvement, and innovation, ASI employs dynamic team members who support team learning, co-creation, radical candor, psychological safety, growth mindset, and live out equity, diversity, and inclusion practices. Founded in 1995, award-winning Marketing, Design & Public Relations (MDPR) is one of the most respected Marketing groups at Cal Poly Pomona. It maintains its creativity and dynamic marketing strategies through an experienced, talented team of students and professional staff in combination with the use of today’s most cutting-edge technology. Its goal is to connect their clients to their respective audiences with a fresh and innovative solution. MDPR not only serves all of ASI’s internal marketing needs, but it provides the campus and local community the opportunity to utilize their experience-driven, competitively priced, design and marketing communications services as well. Some of the services the team provides are logo design, brochure design, digital bulletin boards advertisements, and event/program poster design.

POSITION DEFINITION

Under general supervision of the Marketing Project Manager and additional supervision and delegation of duties provided by the Projects and Operations Supervisor, the Projects and Operations Assistant performs routine and non-routine tasks in support of Marketing, Design and Public Relations’ (MDPR) business operations. The Projects and Operations Assistant collaborates with department staff to maintain a steady project workflow amongst the MDPR team and serves as the key customer service representative for MDPR.  

ESSENTIAL DUTIES 

• Responds to a variety of customer inquiries in a timely and professional manner
• Serves as a project manager for a variety of creative requests to ensure projects meet various milestones
• Generates marketing material quotes and batch invoices for completed projects
• Supports the Projects and Operations Supervisor with sourcing new vendors and products 
• Responsible for seeking quotes from a variety of vendors and provide price comparisons for clients
• Assists the department staff with the financial closing of projects and with tracking department revenue and expenses 
• Processes and manages incoming work orders
• Supports the Projects and Operations Supervisor with creating name badges for the organization
• Conducts inventory for all incoming deliveries to ensure orders are correctly shipped
• Follows up with vendors with any order discrepancies
• Provides follow-up with vendors regarding the status of promotional materials
• Orders and maintains office supplies
• Performs other duties as assigned

QUALIFICATIONS

• Six months to one year of customer service experience preferred 
• Demonstrated ability to provide friendly and pleasant customer-oriented service
• Ability to communicate clearly and concisely, both orally and in writing
• Strong analytical and problem-solving skills with the ability to perform accurate, timely and detailed work
• Knowledge of estimating and working with vendors preferred
• Ability to perform accurate math calculations including markup and tax calculations
• Ability to efficiently utilize Microsoft Office Suite, especially Excel and Word
• Ability to adhere to work rules, follow directions, use time effectively and meet deadlines
• Ability to operate an office workstation, utilizing word processing, spreadsheet and other software
• Demonstrated ability to work with a diverse student population and campus community

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 6.0 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. 

 WORK ENVIRONMENT

While performing the duties of this job, the employee is frequently required to sit, talk, and hear; manual dexterity, eye-hand coordination, and verbal communication; use of office equipment: telephones, calculator, copier and fax. Must be able to walk, stand, bend, and lift up to 45 pounds.  

 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.  

 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 

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