Office Student Assistant - Business Services

Definition and Purpose 

The Office Student Assistant - Business Services is responsible for providing support for the Assistant Director – Business Services in projects and initiatives related to all areas of responsibility including human resources management and information technology services. The emphasis of this position is to provide administrative assistance as needed and assist with IT asset tracking and new computer deployment, ensuring effective control measures are in place for protecting ASI IT assets. 

ASI is committed to supporting the aspirations of the University Learning Objectives.  Our employees are expected to make reasoned decisions based on ethics, respect for diversity, and an awareness of issues of sustainability.  Additionally, they will work productively as individuals and in groups while communicating effectively. 

Educational Requirements and Qualifying Experience 

• Must be a currently enrolled student at Cal Poly with a minimum of 6 units. Graduate students must carry 4 units. 
• Ability to be highly organized and have good planning skills 
• Previous general office or administrative support experience preferred 
• Reliable, self-motivated and works well with minimum supervision 
• Ability to perform multiple tasks simultaneously 
• Awareness of safety concerns and risk management 
• Experience working with high volume, fast-paced environment 
• Previous customer service experience preferred 
• Knowledge of Windows based computer systems required (Microsoft Office); strong Excel skills required  
• Awareness of and appreciation for individual uniqueness and diversity 
• Experience in cash handling and basic accounting functions preferred 
• Ability to make routine decisions based on specific criteria/guidelines 
• Ability to be flexible and adapt to change 
• Ability to have a high level of attention to detail 
• Ability to work cooperatively with others or independently, as the situation requires 
• Ability to work with diverse populations and those with special limitations or needs 

Supervisory Responsibilities 

• None 

Essential Duties and Responsibilities 

• Handle confidential information according to ASI policies and procedures 
• Provide quality customer service to all staff members and customers 
• Keep accurate records and ensure accurate data entry 
• Adhere to ASI departmental policies and procedures 
• General office assistance (word processing, filing, mailing, copying) 
• As required, position will ensure that financial paperwork submitted includes the information necessary for processing 
• Applicable computer program knowledge of Word and Excel 
• Research and provide recommendations for purchases 
• Maintain knowledge of all current activities and upcoming events within ASI 
• Maintain prompt hours and follow attendance procedures 
• Attend all mandatory meetings and workshops 
• Keep work areas neat and organized 
• Assist with special projects 
• Maintain familiarity with evacuation plan for work area 
• Other duties as assigned 

Specialized Duties and Responsibilities 

• Maintain an up-to-date inventory of ASI IT computer assets, ensuring accuracy in tracking assignments, updates, and decommissions. 
• Conduct an annual audit of IT security assignments, ensuring that staff access aligns with current roles and responsibilities.  
• Update records as needed for staff changes. 
• Develop and maintain a process for tracking equipment check-outs, ensuring proper documentation of users, return deadlines, and asset conditions. 
• Prepare and submit payment request forms (PRFs) for business services-related purchases, ensuring accuracy and compliance with ASI procedures. 
• Maintain and update key tracking spreadsheets for business services, compiling relevant statistics and data for reporting and decision-making. 
• Maintain email lists and contact information 
• Maintain and distribute meeting notes from key meetings 
• Collect, organize, and submit required forms from staff on a periodic basis, ensuring compliance with established deadlines and requirements. 
• Provide administrative support on additional projects as assigned 
• Support SharePoint folder assignments for ASI staff, student, and intermittent employees 

Other Duties and Responsibilities 

• The person holding this position is considered a "mandated reporter" under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in ASI policy as a condition of their employment. 
• Other duties as assigned. 

Diversity, Equity, & Inclusion 

• Recommend and support practices intended to eliminate racial, gender, or any other form of bias in processes, policies, and procedures 
• Demonstrate awareness of one’s own biases, comfort levels, and various aspects of diversity, equity, and inclusion (DEI)  
• Demonstrate effort to understand each person’s individual and collective role in creating inclusive environments 
• Participate in trainings and activities provided by ASI as it relates to diversity, equity, and inclusion 

Period of Employment 

Employment with this organization is of an "at will" nature, which means that the employee may resign at any time and ASI may discharge the employee at any time with or without cause. 

Compensation and Hours 

• Hourly Pay Rate: $16.50 per hour 
• Hourly Pay Range: $16.50 per hour - $16.50 per hour 

Requires summer availability

Requires a minimum of 3 consecutive quarters

The Associated Students, Inc. is an Equal Opportunity Employer. 

Date revised: 04/29/2025