Job Description

Definition and Purpose

The Frontline Services Assistant in the ASI Business Office serves as the central support role for the office’s daily operations, providing broad administrative and project assistance across a wide range of functions. As the primary point of contact for the corporate office, this position supports customer service, financial processing, scheduling, compliance tracking, document management, and special projects in a fast-paced environment. The role requires strong organization, adaptability, and attention to detail, as well as the ability to manage diverse tasks and priorities while contributing to a professional, inclusive, and service-oriented workplace.

Requirements

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 clerical experience preferred.
• Previous customer service experience preferred.
• Experience in cash handling and basic accounting functions preferred.
• Excellent oral and written communication skills.
• 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.
• Knowledge of Microsoft Office applications, especially Word and Excel.
• 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.

Supervisory Responsibilities

• None

Essential Duties and Responsibilities

• Maintain a welcoming and professional office environment.
• Oversee opening and closing office procedures, including securing office spaces.
• Serve as the primary point of contact by responding to phone, email, and in-person inquiries and coordinating visitor logistics.
• Manage conference room calendars, meeting scheduling, and Outlook inboxes/calendars.
• Oversee vehicle reservations, driver authorization requests, and maintain related compliance records.
• Process Payment Request Forms, Fusion deposits, and Point of Sale transactions, while maintaining accurate financial and receipt records.
• Distribute payroll and reimbursement checks and maintain documentation.
• Maintain Certificates of Insurance, service agreements, and other compliance documentation.
• Route documents through Adobe Sign.
• Process and distribute incoming and outgoing mail, including toner recycling.
• Conduct inventory checks and order office supplies.
• Maintain organized physical and digital records.
• Support advancement and donation recordkeeping, including donor correspondence.
• Prepare documents, spreadsheets, presentations, flyers, and other collateral using Microsoft Office and related platforms.
• Support Student Government through notetaking and distribution.
• Assist with travel documentation, special projects, and administrative initiatives.
• Draft and update Standard Operating Procedures (SOPs).
• Maintain confidentiality and adhere to departmental policies, safety procedures, and mandatory trainings.
• Review daily communications log.

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.

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.

Benefits

Compensation and Hours

• Hourly Pay Rate: $16.90 per hour; maximum 20 hours per week.
• Hourly Pay Range: $16.90 per hour - $16.90 per hour

Position requires availability for training at the end of Spring term.

Position requires a minimum of Summer and Fall 2026 work availability.

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

Date revised: 3/18/2026