Office Student Assistant - Poly Escapes

Definition and Purpose 

The Office Student Assistant - Poly Escapes is responsible for assisting the Coordinator - Outdoor Recreation in providing support for Poly Escapes programs including Trips, Climbing Park, and Rental/Retail Operations. The Office Student 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. Graduate students must carry 4 units. 
• 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 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. 

Diversity, Equity, & 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 

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 

• Hourly Pay Rate: $16.50 per hour 
• Hourly Pay Range: $16.50 per hour - $16.50 per hour 

Requires a minimum of 3 consecutive quarters

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

Date revised: 01/01/2025