Administrative Specialist & Audit Coordinator

Associated Students Inc•Pomona, CA

4d•$70,304 - $76,996•Hybrid

About The Position

Associated Students, Inc. (ASI) employs student-focused professionals with equity mindsets. Established in 1963, Associated Students, Inc. (ASI) is a non-profit corporation led by a 14-member board of elected student leaders. ASI is an auxiliary organization authorized by the California State University Board of Trustees to perform Student Life functions for Cal Poly Pomona students. ASI provides opportunities for student engagement, student leadership and employment, and a multitude of Student Life programs and services, e.g., recreation and wellbeing, student union and activities, student government, clubs and organizations, food pantry, and childcare. ASI's administrative and student support areas include human resources, financial services, information technology, facilities management, and marketing. ASI employs approximately 500 part-time students and 60 full-time staff members. ASI is responsible for conscientiously managing mandatory student fees and state-owned facilities: approximately $21 million in annual operating revenues, $53 million in invested assets, $43 million in board-designated reserves, and 294,253 square feet of student space (student union, recreation center, and pool). ASI is in the Cal Poly Pomona Division of Student Affairs with a dashed reporting line to Administrative Affairs. ASI serves the entire campus population, including over 28,000 students. As an evolving learning organization, ASI is human-centered and strives to live its values of care and growth. ASI's purpose is to transform lives by engaging every student. Committed to learning, continuous improvement, and innovation, ASI employs dynamic team members who support team learning, co-creation, radical candor, psychological safety, and a growth mindset, and who live out equity, diversity, and inclusion practices. POSITION DEFINITION Working independently, under limited supervision from the Executive Director and Associate Executive Director, the Executive Assistant & Audit Coordinator collaboratively supports the management and administration of the corporation by providing administrative and operational support and guidance to the top executive professional positions responsible for the overall leadership and administration of the corporate affairs of ASI and the organizations under its governance. As an administrative partner, this position supports various aspects of operational management, including support for the Leadership Team (LT). This position maintains a continuous learning mindset, makes decisions to meet operational needs, and adapts to changing priorities as directed by the ED and AED.

Requirements

Bachelor’s degree in business management or related field or equivalent training and administrative management work experience (in addition to required years of experience).
Four or more years of administrative, budget, and risk management support work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs.
Two or more years coordinating audits or compliance-based projects in higher education, government, or non-profit settings, including managing documentation, status logs, and corrective action plans
Experience working in a college/university environment.
Ability to work independently and to demonstrate proficiency in performing the work described above.
Demonstrated competence in independently applying judgment in nonstandard applications and systems, and the ability to serve a wide range of problems, developing practicable and thorough solutions.
Effective communication and listening skills.
Thorough knowledge of standard business practices, principles of office management, and standard office systems.
Expertise in techniques, analysis, research, and development, and the ability to interpret and evaluate results to develop sound conclusions and make recommendations.
Ability to understand organizational problems and objectives from a broad perspective and discern applicable underlying principles to conceive and develop strategic solutions.
Ability to work with representatives from public and private entities and handle potentially sensitive situations.
Ability to effectively present ideas and concepts in written or presentation format and use consultative and facilitation skills to gain consensus.
Other computer skills (Word, Excel, Access, and online meeting tools).
Ability to work with an ethnically diverse and culturally pluralistic student population, coworkers, and campus community.
Communicate with excellent writing, editing, and briefing skills for executive packets, audit responses, and board materials
Organize and coordinate complex, human-based processes.
Oversee projects and manage multiple priorities.
Achieve assigned objectives within the desired time frame.
Use good judgment and professional discretion.
Handle confidentiality and related information.
Consistently show initiative and follow through on assigned projects.

Nice To Haves

Master’s Degree, preferred.
Working knowledge of CSU auxiliary context and compliance landscape (e.g., ICSUAM), preferred
Knowledge of GP or other ERP financial system and online tools, Monday.com, Smartsheet, or other project tools, PowerPoint and other training tools, and PolicyStat, corporate regulations and governing documents tracking and management tool, preferred.

Responsibilities

Provide guidance and, at times, review and approve work for other full-time and part-time employees related to the duties and responsibilities of the role.
Maintain complex executive appointment calendars, balancing consultation with the ED and AED with independent decision-making based on knowledge of executive and administrative priorities and goals.
Coordinate complex scheduling of the ED and AED, ensuring meetings, deadlines, presentations, and other duties are carried out seamlessly.
Make travel arrangements, including coordinating flights, accommodations, and other itinerary details.
Coordinate recruitment for executive positions.
Occasionally serve on committees within the organization and beyond.
Perform office management duties for ASI Administration and occasionally assist other departments.
Ensure everything is in place for the office to function smoothly, obtain appropriate approvals, and meet deadlines.
Provide outstanding customer service in person, by phone, email, and through other communication platforms.
Serve as ASI’s primary liaison for audits and reviews involving the CSU Office of Audit & Advisory Services, independent annual financial audits, and Single Audit engagements.
Maintain the annual audit calendar, coordinate entrance and exit meetings, and manage Prepared-By-Client (PBC) deliverables.
Maintain a centralized repository for audit documents, evidence, and policies.
Track audit observations, management responses, owners, timelines, and closure evidence.
Report status to the ED and AED on a regular cadence.
Coordinate development and monitoring of corrective action plans arising from audit findings or management letters.
Monitor relevant CSU policy updates and auxiliary compliance guidance, and route proposed changes to internal policy owners.
Partner with Finance, HR, IT, and Procurement to validate that processes align with ICSUAM 5000 contracting and procurement controls, documenting exceptions and approvals.
Responsible for overseeing policy management and software administration, including but not limited to auditing policies, procedures, and other important documentation.
Develop training to help staff better understand how to use the software, including adding, revising, and retiring policies and the workflow approval process for those policies.
Oversee administrative records and reports.
Set up and maintain comprehensive office filing systems for all corporate records, including electronic and paper filing systems, archives, and shared folders.
Take steps to maintain compliance with all applicable record-keeping and destruction requirements.
Generate reports, including spreadsheets and charts; maintain databases; and write departmental status reports.
Provides oversight support to the Executive Director and Associate Executive Director for ASI’s Org Compliance Management program, including the Injury and Illness Prevention Program (IIPP) and Business Continuity, which may include, but is not limited to, coordinating plan updates and unit protocols, tracking compliance tasks and corrective actions, organizing exercises and trainings, maintaining documentation and readiness materials, preparing briefings and status reports, and liaising with CPP partners and auditors to ensure timely adherence to CSU and campus requirements.
Manage information flow to the ED and AED.
Screen phone calls, review emails and messages, open and sort mail, and summarize reports and memos before passing the information on.
Prepare and format information for internal and external distribution.
This may include writing letters and memos, composing emails, compiling data for reports, creating computerized presentations, writing reports, editing, proofreading, and other information preparation duties.
Serve as liaison with LT by collecting information such as the ED Report and preparing meeting agendas.
This position is regularly exposed to, and authorized to access, confidential communications and highly confidential strategic and corporate information through written communications and by witnessing or hearing information of a highly confidential nature, e.g., employee compensation plans, personnel relations, company legal matters, financial information, and other confidential information.
Maintaining confidentiality and exercising discretion is essential for this position.