Student Organization Support Specialist

2 weeks ago

San Luis Obispo California, United States Associated Students, Inc. Full time
Overview


Under the direct supervision of the Assistant Coordinator - Club Services, the Student Organization Support Specialist plays a crucial role in delivering exceptional customer service to Cal Poly Recognized Student Organizations (RSOs).

This position is also tasked with managing club documentation and aiding in the implementation of all technical elements of the Club Services initiative.


All employees at Associated Students, Inc. are expected to embody the organization's core values, which include demonstrating professional conduct, serving as a role model, maintaining a positive and collaborative demeanor, effective communication, and fostering teamwork.

Qualifications

Educational Requirements

High school diploma, GED, or equivalent qualification.

Experience Requirements


A minimum of one (1) year of relevant experience is required, with two (2) years preferred, showcasing the ability to fulfill the essential functions of this role.

Knowledge and Skills

- Proficient understanding of proper English grammar, spelling, and punctuation.
- General familiarity with office procedures, equipment, and practices.
- Knowledge of Windows-based computer systems.
- Strong oral and written communication skills.
- Ability to work independently, exercising initiative and judgment in decision-making.
- Commitment to providing outstanding customer service to a diverse student body.
- Capability to thrive in a dynamic environment with frequent interruptions.
- Proficient in researching and clarifying procedures and policies for students, the public, and other campus personnel.
- Familiarity with computerized accounting software.
- Ability to interpret and adhere to policy guidelines.
- General understanding of financial record-keeping methods and practices.
- Skill in fostering communication and teamwork to maintain a positive and productive work environment.
- Ability to build and sustain effective working relationships with a diverse population and individuals from various cultural backgrounds.Key Responsibilities

- Assist in executing all technical components of the club program.
- Guide and support club leaders in planning and organizing club events and activities.
- Educate club leaders on ASI and University policies and procedures.
- Develop and maintain an organized filing system.


- Ensure the Club Services program operates smoothly, providing excellent customer service to all inquiries via phone, email, and in-person visits.

- Deliver direct assistance to students, staff, club members, and advisors.
- Provide guidance to student staff regarding the daily operations of the Club Services Program.
- Review and submit Payment Requests (PR) to the Clubs & Organizations Office for approval.
- Upload approved Payment Requests to the Cal Poly Partners (CPP) for payment processing.
- Prepare and process journal entries for club deposits, adjustments, and corrections.
- Collaborate with club leaders to ensure compliance with sales/use tax regulations.
- Communicate with club leaders and advisors regarding the receipt of supplies and equipment.
- Maintain a comprehensive archive filing system for Cal Poly clubs.
- Generate reports on club balances upon request.
- Clarify ASI and University policies and procedures related to financial services for club members.
- Participate in the annual audit of ASI.
Assessment and Improvement


- Develop and implement assessments of programs and services for assigned areas, including setting and achieving goals, evaluating outcomes, and continuous enhancement.

- Engage in overall ASI assessment planning and goal setting.
Diversity and Inclusion


- Advocate for practices aimed at eliminating bias in processes, policies, and procedures.

- Demonstrate awareness of personal biases and commit to understanding diversity, equity, and inclusion (DEI) principles.
- Strive for continuous learning and improvement in DEI and cultural competence.
- Collaborate with the director to review departmental policies and practices related to DEI and address identified barriers.
Additional Responsibilities

- Represent ASI on relevant committees as necessary.
- Attend and contribute to meetings as required.
- Commit to ongoing professional development.


The individual in this role is considered a "mandated reporter" under the California Child Abuse and Neglect Reporting Act and must comply with the associated requirements as part of their employment.

- Perform other duties as assigned.
Background Check


This position is subject to a background check, including criminal records and various verification processes.

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