Club Services Assistant

Definition and Purpose

Under the direct supervision of the Assistant Coordinator - Club Services, the Club Services Assistant is responsible for providing quality customer service to Cal Poly Recognized Student Organizations (RSO’s). The Club Services Assistant is also responsible for processing club paperwork and assisting with the execution of all technical aspects of the Club Services program.

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.

Experience Requirements

• Minimum one (1) year experience, two (2) 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.
• 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 provide excellent customer service to a diverse student population.
• 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.
• Knowledge of computerized accounting software.
• Ability to interpret and follow policy guidelines.
• General knowledge of financial record-keeping methods, procedures, and practices.
• 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.

Essential Duties and Responsibilities

General Duties

• Assist with the execution of all technical aspects of the club program.
• Assist and advise club leaders in planning and preparing for all aspects of club events and activities.
• Educate club leaders on ASI and University policies and procedures.
• Develop and maintain a comprehensive filing system.
• Ensure that the Club Services program operates efficiently and that appropriate customer service is provided to all individuals contacting the office via phone, e-mail, and walk-in.
• Provide direct service and assistance to students, staff, club members, and advisors.
• Provide guidance to student staff regarding daily operations of the Club Services Program.
• Audit and submit Payment Request’s (PR) to Clubs & Organization’s Office for approval.
• Upload approved Payment Request’s to Cal Poly Partner’s (CPP) for payment processing.
• Prepare and process journal entries for club deposits, adjustments, and corrections.
• Work closely with club leaders to ensure compliance with sales/use tax policies.
• Communicate with club leaders and advisors regarding the receipt of supplies and equipment.
• Maintain a comprehensive archive filing system for Cal Poly clubs.
• Run reports on club balance upon request.
• Clarify ASI and University policies and procedures related to financial services to club members.
• Participate in annual audit of ASI.

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.
• Attend and participate in meetings as necessary.
• 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

• Starting Hourly Rate: $21.70
• Hourly Pay Range: $21.70 per hour - $30.38 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

The Associated Students, Inc is an Equal Opportunity Employer.

Position Open Until Filled

Date of Last Equity Review: 01/01/2022

Date revised: 06/14/2024