Department Project Assistant (FO)

Associated Students Inc•Pomona, CA

8d•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. The administrative and student support areas of ASI 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 accepts the responsibility for conscientiously managing mandatory student fees and state-owned facilities: $18M annual operating budget, $5M annual debt service, approximately $24M in 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. 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. 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 [//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 [//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.