Assistant Coordinator - Club Services

Definition and Purpose

Under the direct supervision of the Director – Finance, the Assistant Coordinator- Club Services is responsible for overseeing the operations of the ASI Club Services Program which supports over 400 Cal Poly Recognized Student Organizations. The Assistant Coordinator- Club Services is responsible for ensuring accuracy and consistency in the oversight of club financial processes, interpreting and complying with all applicable University and ASI policies

Additionally, all ASI employees are responsible for upholding the core values of the organization including but not limited to exhibiting professional behavior, acting as a role model to others, displaying a positive and cooperative attitude, communicating effectively, developing expert knowledge in area of specialization, and working together as a team.

Requirements

Educational/License/Credential Requirements

• High school diploma, GED, or equivalent.
• Graduation from a four-year college or university preferred (8 years applicable experience may be substituted for educational requirement).

Experience Requirements

• Minimum one (1) year experience, three (3) years preferred that demonstrates the ability to perform the essential functions of the job.

Knowledge/Skill Requirements

• Working knowledge of correct English grammar, spelling, and punctuation.
• General knowledge of office methods, equipment, procedures, and practices.
• Knowledge of Windows-based computer systems.
• Knowledge of computerized accounting software.
• Ability to effectively communicate both orally and written.
• Ability to work independently and use initiative and judgment in analyzing and determining course of action.
• Ability to work effectively in a fast-paced environment with constant interruptions.
• Ability to research and explain procedures and policies to students, public and other campus employees.
• Ability to interpret and follow policy guidelines.
• General knowledge of financial record-keeping methods procedures, and practices.
• Ability to understand and interpret financial reports.
• 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.

Supervisory Responsibilities

• Directly supervise Club Services Assistant.
• Directly supervise Accounting Student Assistants-Club Services.
• Facilitate meetings, conduct performance evaluations, establish goals, and monitor day-to-day operations.

Essential Duties and Responsibilities

General Duties and Responsibilities

• Interpret and ensure compliance with University and ASI policies in providing information to students, club officers, club advisors, and campus partners.
• Assist in developing, analyzing, and implementing policies and procedures related to ASI Club Services and ASI Club Funding.
• Monitor, recommend, and implement improvements to the ASI Club Services program.
• Develop, prepare, and monitor the budget for specific program areas.
• Assess protocols and procedures in a continuing effort to improve the efficiency of the ASI Club Services program.
• Effectively represent ASI with all campus departments, recognized student organizations, and off-campus entities.
• Establish and maintain positive professional working relationships with all ASI’s campus partners.
• Assist in developing and implementing meetings, retreats, and workshops for staff training and development.

ASI Club Services Oversight

• Oversee the execution of all technical aspects of the ASI Club Services program.
• Manage the overall workflow of the Club Services program to ensure accurate, timely, and consistent information is provided to recognized Cal Poly student organizations.
• Advise club officers and advisors in planning and preparing for all financial aspects of the recognized student organizations.
• Work in partnership with the Cal Poly Clubs and Organizations Office to provide subject matter expertise regarding club financial processes.
• Serve as a member of the Recognized Student Organization Team, Club Advisory Board, and Club Petition Review Committee.
• Educate club officers and advisors on ASI, University, and CSU policies and procedures.
• Annually review the RSO Handbook to ensure all policies and procedures related to ASI’s financial support of Cal Poly recognized student organizations is accurate.
• Ensure that the ASI website and Cal Poly Now contains timely and accurate information related to ASI Club Services, ASI Club Funding, and ASI Social Justice Program Funding.
• Provide monthly ASI Club Services reports.
• Coordinate the annual student organization training updates with Cal Poly Club’s and Organizations; propose and implement revisions as necessary.
• Oversee and initiate public relations, marketing, and communication efforts on behalf of the ASI Club Services program.

Financial Services

• Review and monitor student organization bank accounts to ensure adequate funding for current and future banking needs.
• Prepare recommendations for cash transfers to state-held investment accounts.
• Assist with monthly reconciliation of student organization bank accounts.
• Coordinate the collection of returned banking items and associated fees.
• Verify authorizations and back-up documentation for funding reimbursement requests are in compliance with ASI, University, and state policies.
• Ensure compliance with sales/use tax policies for club reimbursements.
• Process club payment requests and route to the appropriate entities for approval.
• Oversee the club P-Card program and assist with club P-Card purchases and monthly reconciliation.
• Oversee the preparation and processing of journal entries for club deposits, donations, and ASI Club Funding allocation and reconciliation.
• Review and post journal entries of club transactions to the general ledger.
• Prepare, process, allocate, and reconcile ASI Club Funding, ASI Sport Club Sponsorship, ASI College Club Council Funding, and ASI Social Justice Funding.
• Prepare monthly report of overdrawn club accounts. Communicate with club officers and advisors to resolve account discrepancies and overdrafts.
• Oversee the Student Organization unclaimed check process.
• Create and update Student Organization data in accounting system.
• Prepare an annual update of interest allocation eligibility for recognized student organizations. Coordinate the distribution of student organization interest earnings with Coordinator II-Accounting.
• Accurately reconcile all student organization accounts for fiscal year end closure.
• Coordinate the preparation of student organization supporting documentation provided to auditors during the annual external audit, CSU audits, and other agency audits.

Student Government

• Serve as advisor to ASI Club Funding Liaison’s.
• Advise and assist with the review and allocation of ASI Club Funding requests.
• Assist ASI Club Funding Liaison’s with annual policy review and proposals to the Board of Directors.
• Prepare and present trainings to ASI Board of Directors and Board of Director Committees as needed.

Customer Service

• Monitor the Club Services Assistant and student assistants to ensure that ASI Club Services operates efficiently, and that quality customer service is provided to all individuals.
• Provide direct service and assistance to students, staff, club members, and advisors.
• Respond directly to participant/customer concerns and problems.

Assessment

• Develop and execute assessment of programs and/or services for areas of responsibility including but not limited to setting and implementing goals, evaluating outcomes and ongoing enhancement.
• Participate in the overall ASI assessment planning and goal setting.

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.
• Commit to continuous learning/improvement in DEI and cultural competence.
• Work with director to review department’s policies, procedures, & practices related to DEI and participate in addressing barriers identified.

Other Duties and Responsibilities

• Represent ASI on committees as appropriate.
• Ensure continuous professional development.
• 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.

Background Check

This position is subject to a background check (including criminal records) as well as National Address Locater (Social Security Number [SSN] Trace), 7-year County Criminal Search in each county and/or state the applicant lived in based on the SSN Trace, National Criminal Database Search, Name Search, Employment Verification (All employers in past 7 years) and Education Verification (Highest Degree). Credit Reports, Motor Vehicle Record Check and Professional License Verification may also be required based upon the essential functions of the position.

Benefits

Salary Schedule

• Hourly Pay Range : $ 29.08 per hour - $ 46.54 per hour
• Hourly Starting Rate:  $29.08 per hour
• Premium Overtime:  Yes
• Shift Differential:  Yes
• Non-Exempt

Benefits

• Medical Insurance
• Dental Insurance
• Vision Insurance
• Life Insurance
• Long Term Disability Insurance
• Public Employees’ Retirement System (CalPERS)
• Social Security (FICA)
• Paid State Holidays
• Vacation Time
• Sick Leave
• Personal Holiday
• Birthday Holiday
• Worker’s Compensation Insurance
• Unemployment Insurance

Date of Last Equity Review:  01/01/2022

Date revised: 04/22/2024

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