Administrative Assistant II-Recreational Sports

Associated Students•San Luis Obispo, CA

2d•Onsite

About The Position

The Administrative Assistant II—Recreational Sports role provides administrative, operational, and logistical support to ensure effective operations of ASI Recreational Sports and Facilities Management. This position is responsible for the day-to-day administrative operations of the Recreational Sports office, including customer service, executive support, meeting coordination, purchasing, travel, and related documentation. This position is based at the Cal Poly in San Luis Obispo, CA.

Requirements

High school diploma, GED, or equivalent.
Minimum three (3) years of experience, four (4) years preferred, that demonstrate the ability to perform the essential functions of the job.
Strong knowledge of administrative operations, including records management, office coordination, customer service, scheduling, and project management.
Familiarity with meeting management practices, including agenda preparation and taking minutes.
Proficiency with administrative management systems and Microsoft Office applications.
Strong attention to detail and accuracy for maintaining records and compliance documentation.
Basic knowledge of ADA accessibility requirements for public-facing documents and meeting materials
Strong organizational skills with the ability to manage multiple priorities and deadlines in a fast-paced environment.
Excellent written and verbal communication skills, sound judgment, and discretion when handling confidential information.
Satisfactory completion of a background check (including a criminal records check) is required for employment.

Nice To Haves

Associates degree preferred.
four (4) years preferred experience

Responsibilities

Serve as the administrative point of contact for ASI Recreational Sports and Facilities Management, providing quality customer service to staff and visitors.
Order, track, and maintain office and administrative supplies.
Manage office equipment, including copy machines and service requests.
Receive and distribute mail and packages for Recreational Sports and Facilities Management staff.
Support department initiatives, events, committees, and special projects as assigned.
Provide administrative support to the Director—Recreational Sports and Director—Facilities Management, including the preparation of agendas, presentations, memoranda, proposals, reports and meeting materials.
Manage calendars for assigned Directors, including scheduling and meeting coordinating.
Coordinate conference room reservations and meeting logistics.
Prepare, format, and distribute meeting agendas in compliance with ADA standards.
Attend departmental and cross-functional meetings to take meeting minutes.
Support the University Union Advisory Board with agenda preparation, corporate minute-taking, memoranda routing, and related meeting processes.
Upload and organize meeting materials and documentation in shared digital platforms.
Process purchasing requests, purchase orders, reimbursements, and maintain petty cash.
Support department purchasing, including monthly reconciliation for assigned Directors.
Prepare and submit annual budgets for designated administrative cost centers.
Create, collect, and maintain service agreements and certificates of insurance from vendors.
Coordinate staff travel arrangements, including transportation and lodging.
Prepare and maintain required pre- and post-travel documentation.
Ensure compliance with ASI and University travel policies.
Compile and distribute operating statements and financial reports to designated staff.
Prepare bi-monthly and periodic reports using established templates.
Maintain emergency contact lists, departmental records, and administrative files.
Coordinate annual shredding processes, including preparation of required memos and scheduling services.
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.