Reservations Specialist PTS

Work Schedule: Up to 20 hours per week; occasional weekend and evenings required; shifts based on operational need of the organization.

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, and its vision will be co-developed through the teamwork of staff. With a commitment to learning, continuous improvement, and innovation, ASI is looking for a dynamic team member who supports team learning, co-creation, radical candor, psychological safety, growth mindset, and lives out equity, diversity, and inclusion practices. 

POSITION DEFINITION

Under direct supervision of the Conference and Events Manager, the Reservations Specialist provides excellent customer service in the scheduling and reservations assistance for ASI departments, student clubs and organizations, university departments, and off-campus groups for the Bronco Student Center (BSC), Bronco Recreation and Intramural Complex (BRIC), and related outdoor spaces. The position performs routine and non-routine tasks supporting the work of Conferences and Events. The Reservations Specialist utilizes specialized software to track and maintain accurate support information. This position may work hybrid or on-campus. Must be available to attend mandatory department-wide and position-specific training. 

ESSENTIAL DUTIES 

•    Responds to a variety of customer inquiries and requests for reservations and facility use information in a timely and professional manner 

•    Assists customers in scheduling and confirming rooms reservations 

•    Performs accurate data entry in the event management system 

•    Performs clerical tasks including filing, completion of forms, answering phones, drafting correspondence, organizing and developing materials, as needed 

•    Accurately communicates information regarding Associated Students, Inc. (ASI) programs and events in the BSC and BRIC and other ASI supported spaces 

•    Remains current on and knowledgeable of ASI events, programs, and services 

•    Provides a welcoming environment 

•    Attends meetings and trainings as required 

•    Assist with word processing, filing, mailings, and computerized reservation/scheduling system 

•    Performs other related duties as assigned 

QUALIFICATIONS

•    American Red Cross First Aid, CPR/AED for the Professional Rescuer and Administering Emergency Oxygen certification (Employment contingent on obtaining certification within 30 days of hire, training provided by ASI) 

•    Outstanding customer service skills and related work experience 

•    Proficiency using event management or similar software, preferred 

•    Familiarity with ASI programs and services, preferred 

•    General knowledge of the campus and university policies, preferred 

•    Ability to effectively communicate clearly and concisely, both verbally and in writing 

•    Ability to perform accurate, detailed work 

•    Ability to prioritize tasks, display initiative and remain flexible in a fast-paced and changing environment 

•    Ability to follow routine verbal and written instructions 

•    Ability to maintain professional work conduct 

•    Ability to make independent decisions and make recommendations 

•    Ability to adhere to work rules, follow directions, use time effectively and work productively without close supervision 

•    Ability to operate a computer workstation utilizing word processing, spreadsheet and other computer applications in use 

•    Demonstrated ability to work with a diverse student population and campus community  

EMPLOYMENT ELIGIBILITY 

Employment with ASI is open to any Cal Poly Pomona student who is eligible to work and has the legal right to work in the United States. In addition, student employees must be currently enrolled in a minimum of 6.0 units (undergraduate) and 4.0 units (graduate), international student employees must be enrolled in a minimum of 12.0 units (undergraduate) and 6.0 units (graduate) at the end of the add-drop period. Student employees are required to have a minimum overall and Cal Poly Pomona GPA of 2.0 and be in good academic standing with the University. Individuals enrolled only in Extended University are not eligible for hire. Exceptions to the unit load requirement are allowed during the summer term and for students who have applied for graduation for the current term. 

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 

COVID-19 VACCINATION

CSU, along with Associated Students Inc., strongly recommends all staff who are physically accessing campus facilities or programs to be fully vaccinated against COVID-19, which includes obtaining a COVID-19 booster dose. See policy at https://calstate.policystat.com/policy/11030468/latest