Assistant Coordinator-Student Programs & Administrative Operations

Associated Students, Inc.•Vallejo, CA

2h•$35 - $57•Onsite

About The Position

The Assistant Coordinator—Student Programs & Administrative Operations provides essential operational, administrative, and programmatic support for ASI on the Cal Poly Solano campus. This position plays a key role in advising and developing ASI student leaders, supporting ASI and ASI Maritime Academy Counsel (AMAC) events, managing accounting and inventory processes, assisting with HR onboarding and compliance tasks, facilitating club services operations, and coordinating with facility vendors. In addition, the Assistant Coordinator supports marketing workflows and assessment efforts to ensure programs and services remain effective, student-centered, and aligned with departmental and organizational goals. This position directly advises the ASI Student Government Volunteers, the Chair and Vice Chair of the AMAC, and all members of AMAC on the Solano campus. It also supervises the ASI Events and Outreach Student Assistant. This position is based at the Cal Poly Maritime Academy on the Cal Poly Solano Campus in Vallejo, CA.

Requirements

High school diploma, GED, or equivalent.
Minimum one (1) year of professional experience, three (3) years preferred, that demonstrates the ability to perform the essential functions of the job.
Strong leadership skills, with the ability to coach, mentor, and develop student staff.
Excellent interpersonal, written, and verbal communication skills.
Demonstrated ability to supervise student employees.
Strong organizational skills and attention to detail.
Ability to work evenings and weekends as needed for events.
Strong advising skills.
Strong problem-solving skills and the ability to balance competing priorities.
Ability to analyze data, assess program performance, and make informed decisions.

Nice To Haves

Graduation from a four-year college or university preferred.
Experience with student event planning and marketing (preferred).
Experience with accounting processes, inventory systems, or fixed asset tracking (preferred).
Experience supporting student government or student leadership development (preferred).

Responsibilities

Supervise, train, schedule, and evaluate the ASI Events and Marketing Student Assistant(s) at the Cal Poly Solano campus.
Provide ongoing coaching to support student staff in event management, marketing dissemination, and campus engagement efforts.
Provide advising, guidance, and administrative support to ASI Student Government Volunteers.
Serve as the primary advisor to AMAC, including the Chair and Vice Chair of the AMAC, and general membership.
Prepare appropriate meeting materials and ensure compliance with legal and organizational requirements.
Mentor student leaders to support skill development, professionalism, organizational excellence, and successful execution of AMAC initiatives.
Assist in planning, organizing, and implementing ASI-sponsored events and AMAC events.
Attend all assigned events, provide onsite support, coordination, and oversight.
Collaborate with campus and ASI partners to ensure successful execution of programs.
Responsible for a broad range of operational accounting tasks, including: Uniform and IT inventory management.
Purchasing, P.O., and invoice processing.
Fixed asset tracking and annual inventory counts.
Deposit processing and petty cash monitoring.
Purchasing and accounts payable processing.
Budget preparation, tracking, and financial documentation support.
Assist with new-hire onboarding processes, including I-9 verification and collection of required documents.
Support uniform distribution and tracking for staff and student employees.
Provide general assistance with HR workflows as directed.
Provide customer service for Club Services inquiries and front-line support.
Manage remote deposit workflows and club mail distribution.
Ensure cash security gift forms are completed for club donations and that they comply with ASI financial procedures.
Assist with club-related administrative tasks to support safe and successful student organization operations.
Serve as the primary liaison to facility vendors, ensuring timely communication and coordination.
Obtain quotes, draft purchase orders, and support procurement processes.
Assist with scheduling, equipment needs, and facility-related administrative tasks as assigned.
Submit marketing requests, communication plans, and promotional campaigns related to programs, services, facilities, and the ASI website.
Facilitate the dissemination of marketing materials to support engagement, visibility, and program awareness.
Work closely with ASI colleagues in PR, Communications, and Marketing to ensure accurate and timely messaging.
Assess ASI programs, events, and student needs through surveys, participation data, and feedback tools.
Provide summaries, reports, and recommendations to support continuous improvement and evidence-based decision making.
Other duties as assigned.