Lead Student Government Office Assistant PTS

Work Schedule: 15-20 hours per week; shifts based on operational need of the organization. Up to 29 hours per week during the summer.

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.

POSITION DEFINITION

Under the general direction from the Student Government Coordinator & Advisor, the Lead Student Government Office Assistant plans, develops, implements, and assesses inclusive civic engagement events, activities, and experiences initiated by student government committees and leaders. This position is responsible for: oversight and guidance of the department’s part-time staff including the Student Government Office Assistants (3); supporting the Student Government Office Unit to foster an atmosphere for student learning, leadership development, and collaboration; and, demonstrating an understanding of and commitment to mutual respect and collegiality between students and staff within the context of a student-directed corporation. 

ESSENTIAL DUTIES 

• Assist in the support of ASI student government leaders to succeed in their respective roles as they develop as leaders, adhere to ASI By-Laws and Codes, communicate with constituents, compose and enact legislation, and serve on campus committees
• Assist with processing scholarships for all student leaders (elected and appointed) with ASI Financial Services and the university Financial Aid Office 
• Coordinate priorities, follow ups, and timely and quality completion of all work projects
• Meet the objectives of the corporation, as defined by the Unit Leader Services and Executive Director
• Work collaboratively with ASI staff to develop and attend training workshops, sessions, and retreats for student government leaders
• Perform other duties as assigned

OFFICE MANAGEMENT

• Provide oversight and guidance to Student Government Office Assistants and assist with recruitment, training, and evaluating in the day-to-day operations of the ASI Student Government Office (with input from the unit leadership and ASI President)
• Assist in the development and implementation of a part-time staff structure that will provide business continuity for the department 
• Submit requests for IT service and maintenance
• Ensure policy compliance and maintenance of accurate records and files
• Coordinate all Student Government Leaders’ travel arrangements for California State Student Association (CSSA) meetings, California Higher Education Student Summit (CHESS), CSUnity annual conference, and other necessary travel
• Assist with the process to confirm student representation on ASI, University, and CSU committees
• Assist with operational training on departmental policies and procedures
• Assist with the tracking, and reconciliation of the ASI Student Government department-approved budget
• Maintain the calendars for the Manager, ASI President, and ASI Vice President; schedule and coordinate meetings and appointments
• Ensure various inquiries are responded to in a timely and professional manner
• Assist with orientations for incoming student government leaders
• Provide administrative coordination and support to the Manager, ASI President, and ASI Vice President for cabinet and senate agendas, minutes, meeting schedules, background materials, and ensure compliance with open meeting laws
• Copy-edit student leader documents and email communications to ensure they are free of error, omission, inconsistency, and repetition and accurate, readable, and suitable for their purposes
• Monitor and coordinate updates to department webpages and share updates with staff as appropriate
• Inventory, purchase, and manage office supplies 

CIVIC ENGAGEMENT ACTIVITIES & EVENTS

• In collaboration with the Bronco Events and Activities Team: 
• Assists with the planning, development, budget monitoring, implementation, and assessment of civic engagement events, activities, and experiences
• Assists with development and facilitation of training for event support student staff on risk management, budgeting, and overall event planning
• Creates and maintains procedures, processes, and guidelines for planning civic engagement events, activities, and experiences 
• Assists with the review of contracts and other paperwork related to civic engagement events, activities, and experiences
• Assists with assessment of all civic engagement events, activities, and experiences to determine effectiveness in meeting program goals and outcomes
• Provide consistent and courteous customer service
• Keep current on ASI, Student Government, and BEAT business and events
• Assist with the review of contracts and other paperwork related to ASI BEAT’s programs
• Perform other duties as assigned

QUALIFICATIONS 

• Major in communications, business/event management, public administration, or closely related field; 
• Minimum two years of experience in clerical and administrative support 
• One year of experience in student union or working with student government with experience planning large-scale programs and events, preferred.
• Six months of demonstrated experience leading others including but not limited to training, guiding project work, and/or supporting others in a similar role, preferred
• Knowledge of and commitment to student development principles
• Demonstrated ability to work with an ethnically diverse and culturally pluralistic student population and campus community
• Ability to motivate, mentor and work closely with students
• Demonstrated ability to achieve assigned objectives within budget and identified time frame
• Ability to operate an office workstation, utilizing word processing, spreadsheets and other applications
• Must possess ability to work in a fast-paced and dynamic environment
• Ability to prioritize and manage multiple tasks and assignments
• Ability to communicate clearly and concisely, both orally and in writing
• Ability to do public speaking and make presentations
• Ability to work with minimal supervision and have ability to make recommendations.
• Ability to successfully pass a background screening as an offer of employment is contingent on background clearance 

POSITION SENSITIVITY 

Based on the duties and responsibilities of this position, this position has been designated to be a sensitive position with access to sensitive data.  

BACKGROUND CHECK 

A background check (including a criminal records check) must be completed satisfactorily before any candidate can begin employment with Associated Students, Inc., Cal Poly Pomona. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current ASI employees who apply for this position.

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