Operations Admin Assistant II — Recreational Sports

Cal Poly Associated Students, Inc; San Luis Obispo (CA); Vor Ort; USD 65.904.000 - 91.693.000; Vollzeit

Benefits dieser Stelle

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

Zusammenfassung

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.

Qualifikationen

• 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

Aufgaben

• 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

Kenntnisse

Office administration

Customer service

Scheduling

Meeting minutes

Microsoft Office

Record keeping

ADA accessibility

Communication

Confidential info

Ausbildung

High school diploma

Associates degree preferred

Tools

MS Office suite

Jobbeschreibung

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.