Administrative Assistant II-Recreational Sports

Cal Poly Associated Students, Inc

San Luis Obispo (CA)

On-site

USD 65,904,000 - 91,693,000

Full time

5 days ago

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Benefits offered by this job

Medical Insurance

Dental Insurance

Vision Insurance

Life Insurance

Long Term Disability Insurance

CalPERS

Social Security (FICA)

Paid State Holidays

Vacation Time

Sick Leave

Personal Holiday

Birthday Holiday

Workers' Compensation Insurance

Unemployment Insurance

Job summary

Cal Poly Associated Students, Inc. in San Luis Obispo, CA seeks an Administrative Assistant II—Recreational Sports to handle day-to-day operations, executive support, scheduling, and document management.

This role ensures high-quality customer service for staff and visitors while coordinating meetings, budgets, and vendor relations. The position emphasizes compliance, ADA accessibility awareness, and confidentiality with strong organizational skills.

Qualifications

High school diploma, GED, or equivalent.
Associates degree preferred
Minimum three (3) years of experience, four (4) years preferred
Strong knowledge of administrative operations, including records management, office coordination, customer service, scheduling, and project management
Familiarity with meeting management practices, including agenda preparation and taking minutes
Proficiency with administrative management systems and Microsoft Office applications
Strong attention to detail and accuracy for maintaining records and compliance documentation
Basic knowledge of ADA accessibility requirements for public-facing documents and meeting materials
Strong organizational skills with the ability to manage multiple priorities and deadlines in a fast-paced environment
Excellent written and verbal communication skills, sound judgment, and discretion when handling confidential information

Responsibilities

Serve as the administrative point of contact for ASI Recreational Sports and Facilities Management, providing quality customer service to staff and visitors.
Order, track, and maintain office and administrative supplies
Manage office equipment, including copy machines and service requests
Receive and distribute mail and packages for Recreational Sports and Facilities Management staff
Support department initiatives, events, committees, and special projects as assigned
Provide administrative support to the Director—Recreational Sports and Director—Facilities Management, including agendas, presentations, memoranda, proposals, reports and meeting materials
Manage calendars for assigned Directors, including scheduling and meeting coordinating
Coordinate conference room reservations and meeting logistics
Prepare, format, and distribute meeting agendas in ADA-compliant format
Attend meetings to take minutes and support the University Union Advisory Board
Upload and organize meeting materials in shared digital platforms
Process purchasing requests, purchase orders, reimbursements, and maintain petty cash
Prepare and submit annual budgets for designated administrative cost centers
Create and maintain service agreements and COIs from vendors
Coordinate staff travel arrangements and related documentation
Ensure compliance with travel policies
Compile and distribute operating statements and financial reports
Prepare bi-monthly and periodic reports using templates
Maintain emergency contacts and records
Coordinate annual shredding processes

Skills

Office administration

Customer service

Scheduling

Meeting minutes

Microsoft Office

Record keeping

ADA accessibility

Communication

Confidential info

Education

High school diploma

Associates degree preferred

Tools

MS Office suite

Job description

Definition & Purpose

The Administrative Assistant II—Recreational Sports role provides administrative, operational, and logistical support to ensure effective operations of ASI Recreational Sports and Facilities Management. This position is responsible for the day-to-day administrative operations of the Recreational Sports office, including customer service, executive support, meeting coordination, purchasing, travel, and related documentation.

This position is based at the Cal Poly in San Luis Obispo, CA.

Requirements

Educational & Qualifying Experience, Skills, Licenses, Credentials

High school diploma, GED, or equivalent.
Associates degree preferred

Experience Requirements

Minimum three (3) years of experience, four (4) years preferred, that demonstrate the ability to perform the essential functions of the job.

Knowledge/Skill Requirements

Strong knowledge of administrative operations, including records management, office coordination, customer service, scheduling, and project management
Familiarity with meeting management practices, including agenda preparation and taking minutes
Proficiency with administrative management systems and Microsoft Office applications
Strong attention to detail and accuracy for maintaining records and compliance documentation
Basic knowledge of ADA accessibility requirements for public-facing documents and meeting materials
Strong organizational skills with the ability to manage multiple priorities and deadlines in a fast-paced environment
Excellent written and verbal communication skills, sound judgment, and discretion when handling confidential information

Essential Duties & Responsibilities

Administrative & Office Operations

Serve as the administrative point of contact for ASI Recreational Sports and Facilities Management, providing quality customer service to staff and visitors.
Order, track, and maintain office and administrative supplies
Manage office equipment, including copy machines and service requests
Receive and distribute mail and packages for Recreational Sports and Facilities Management staff
Support department initiatives, events, committees, and special projects as assigned

Executive Support

Provide administrative support to the Director—Recreational Sports and Director—Facilities Management, including the preparation of agendas, presentations, memoranda, proposals, reports and meeting materials
Manage calendars for assigned Directors, including scheduling and meeting coordinating
Coordinate conference room reservations and meeting logistics

Meeting Coordination

Prepare, format, and distribute meeting agendas in compliance with ADA standards
Attend departmental and cross-functional meetings to take meeting minutes
Support the University Union Advisory Board with agenda preparation, corporate minute-taking, memoranda routing, and related meeting processes.
Upload and organize meeting materials and documentation in shared digital platforms

Purchasing

Process purchasing requests, purchase orders, reimbursements, and maintain petty cash.
Support department purchasing, including monthly reconciliation for assigned Directors
Prepare and submit annual budgets for designated administrative cost centers
Create, collect, and maintain service agreements and certificates of insurance from vendors

Travel Support

Coordinate staff travel arrangements, including transportation and lodging
Prepare and maintain required pre- and post-travel documentation.
Ensure compliance with ASI and University travel policies

Reporting, Records & Compliance

Compile and distribute operating statements and financial reports to designated staff
Prepare bi-monthly and periodic reports using established templates
Maintain emergency contact lists, departmental records, and administrative files
Coordinate annual shredding processes, including preparation of required memos and scheduling services

Other Duties & 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

Background Check

Satisfactory completion of a background check (including a criminal records check) is required for employment. ASI will make a conditional offer of employment, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Failure to satisfactorily complete the background check may affect the continued employment of a current ASI employee who was conditionally offered the position.

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