Event Scheduling and Logistics Student Assistant

• Must be a currently enrolled student at Cal Poly with a minimum of 6 units. Graduate students must carry 4 units.
• Reliable, self-motivated, takes initiative and works well with minimum supervision.
• Ability to perform multiple tasks simultaneously.
• Experience working in a high volume, fast paced environment.
• Ability to be flexible and adapt to change.
• Demonstrate a high level of attention to detail with excellent spelling, grammar, and editing skills.
• Ability to be highly organized.
• Ability to make routine decisions based on specific criteria/guidelines and apply judgment in performing work assignments.
• Ability to initiate, establish, and foster communication and teamwork by maintaining a positive, cooperative, productive work atmosphere.
• Ability to maintain confidentiality.
• Excellent oral and written communications skills.
• Windows-based computer knowledge and skills including Microsoft Word, Excel, Teams, and One Drive.
• Competency in Live 25 Pro (University’s scheduling software), and Social Tables preferred.
• Ability to establish and maintain effective working relationships within a diverse population and with those from various cultural backgrounds, specific needs, or limitations.

• None

• Assist in the management of events from a “customer experience” perspective.
• Process reservation requests from ASI staff for use of campus space ensuring all information is accurate and consistent.
• Respond directly to and address participant/customer concerns and problems.
• Provide assistance and back-up to the Coordinator I – Event Scheduling & Logistics with all aspects of ASI reservations, logistics, and event support.
• Maintain detailed electronic files for all upcoming, current and past events including customer contacts, space layouts, audio visual, staffing, costs and billing information.
• Processes and distributes reports via the 25 Live scheduling software.
• Create and distribute production schedules for events in ASI managed facilities.
• Work closely with customers to determine preferred space layouts, audio visual needs, and additional support.
• Create space diagrams that meet customer needs while adhering to all fire marshal and ADA guidelines.
• Work closely with ASI Event Operations and ASI Audio-Visual areas to ensure requests can be met and that information is clearly outlined for customers and staff.
• Communicate clearly and promptly with clients concerning ability to provide requested services. Provide suggestions and alternatives as needed.
• Address last-minute changes promptly, ensuring all proper communication is in place including staffing changes and additional costs.
• Obtain and communicate arrival and departure times of customers and vendors.
• Exercise good judgment independently with minimal supervision/resourceful/can find answers independently.
• Ensure compliance with University and ASI policies in providing event information customers, vendors, staff, and support services.
• Provide service and solutions for event requests and advise customers on campus resources and support services.
• Answer routine scheduling, logistics, and policy related questions.
• Create and distribute estimates of event costs.
• Compile and assemble the monthly billing information for the Event Management Department.
• Coordinate with various University and ASI areas to ensure the customer needs are met.
• Work well under pressure/meet deadlines/excellent time management skills.
• Be resourceful and research data to find answers independently.
• Manage multiple events at various states simultaneously.
• Provide general office assistance (word processing, filing, mail preparation, etc.).
• Provide positive public relations, program promotion, and policy education to participants.
• Adhere to and assist in enforcing all ASI departmental policies and procedures.
• Assist with special projects that support the various ASI programs and service areas.
• Awareness of safety concerns and risk management.
• Attend all mandatory meetings.
• Available to work a minimum of 10 hours during Winter or Spring break (if needed).
• 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.

• 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.

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

Associated Students, Inc.