Department Project Assistant (MDPR)

Associated Students Inc•Pomona, CA

34d•Hybrid

About The Position

The Department Project Assistant provides day‑to‑day logistical, administrative, and light project coordination support for the department. While the position reports to the department head, it serves the entire department by helping keep projects, meetings, and routine workflows organized and on time. This is a strong opportunity for a responsible, detail‑oriented student to work directly with an experienced department leader and learn professional operations in a fast‑paced student‑focused organization.

Requirements

Reliable, detail‑oriented, and highly organized; able to manage multiple tasks and deadlines.
Clear, professional communication skills (written and verbal) and strong customer service mindset.
Proficient with Microsoft Office (/Word, Excel, PowerPoint); ability to learn new systems quickly (e.g., Monday.com, room reservation tools).
Discretion and professionalism in handling sensitive information.
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
Demonstrated ability to work with a diverse student population and campus community

Responsibilities

Coordinate team meetings, department retreats, and small work sessions.
Reserve rooms and resources; arrange basic A/V and Zoom links; prepare agendas and attach materials.
Send calendar invites and reminders; capture concise minutes and action items; follow up on open tasks.
Assist with monthly p‑card reconciliation: collect receipts, verify details, code/chart expenses per guidance, and prepare packets for review/approval.
Track small purchases and orders; maintain simple spreadsheets for expense logs; monitor delivery status.
Complete and route standard forms (e.g., payment requests, reimbursements, vendor documents) as directed; ensure signatures and supporting materials are included.
Maintain organized digital files and shared drives using agreed naming conventions; keep trackers and logs current.
Draft brief reminder emails and updates for review; proofread and format documents, slides, and flyers using approved templates.
Update shared calendars and department info boards; collect simple metrics for regular reports
Build basic checklists/timelines for recurring projects; update task boards (e.g., Monday.com) and status notes.
Prepare materials (sign‑in sheets, packets, labels); staff check‑in tables; coordinate small‑scale logistics.
Submit and track service tickets and work orders (e.g., facilities, IT); close out items when complete.
Perform related administrative tasks appropriate to the role to support smooth operations across the department