Special Events Student Assistant

Associated Students•San Luis Obispo, CA

9h•Onsite

About The Position

Under the supervision of the Coordinator–ASI Programs, the Special Events Student Assistant helps develop and implement guidelines and procedures for safe, professionally managed, well-organized special events that meet the diverse needs of the Cal Poly community. The assistant schedules and supervises events and works with other ASI Events assistants to plan and deliver them. The role coordinates with ASI staff on setup needs, parking arrangements, contract preparation, performance confirmation letters, event correspondence, and evaluations. The position is based at Cal Poly in San Luis Obispo, California. It requires summer-term availability and availability for at least two consecutive terms. The role may require work on late nights, weekends, and holidays. The employee is a mandated reporter under the California Child Abuse and Neglect Reporting Act and must comply with applicable ASI policy. Employment is at will.

Requirements

Currently enrolled at Cal Poly with at least 6 units; graduate students must carry at least 4 units.
Highly organized with good planning skills.
Excellent oral and written communication skills.
Experience with administration, supervision, advising, and public relations.
General knowledge of program services.
Experience in leadership or management.
Organizational abilities and experience.
Interest in the arts.
Availability to work during the summer term.
Availability to work for a minimum of two consecutive terms.
Availability to work scheduled events; the position may require late nights, weekends, and holidays.

Nice To Haves

Experience with event planning.
Program-specific experience.

Responsibilities

Provide quality customer service to staff and customers.
Develop a term-specific program and timeline for special-event activities.
Develop effective event evaluation tools and evaluate events.
Follow up with agencies after events, when applicable.
Coordinate staff duties for special-event activities.
Conduct ongoing evaluations of special-events programs and activities.
Participate in creating, reviewing, and approving promotional materials, including social media.
Build relationships with other college campuses to create routing opportunities and share information.
Be available to work scheduled events.
Develop relationships with campus departments and identify opportunities for collaboration.
Ensure events are advertised effectively and follow a marketing timeline.
Build working relationships and coordinate with campus clubs, departments, and off-campus entities related to fine arts.
Maintain familiarity with the evacuation plan for the work area.
Attend mandatory meetings, workshops, and retreats.
Promote awareness and appreciation of individual uniqueness and diversity.
Maintain positive relationships with staff and coworkers.
Follow and enforce ASI departmental policies and procedures.
Help ensure a safe environment for all participants.
Demonstrate commitment to student development and leadership.
Maintain punctual work hours and follow absence procedures.
Act as a program ambassador with extensive program knowledge and serve as a role model.
Perform other duties as assigned.
Comply with mandated-reporter requirements under the California Child Abuse and Neglect Reporting Act and applicable ASI policy.