EVENTS SCHEDULING AND VENDOR COORDINATOR

To uphold the Mission of the University, the Office of Student Life and Cultural Centers exist to support student development, cultural enhancement, social justice and academic excellence. We adhere to the belief that student involvement results in retention, improved academic performance and leadership.

Under the general lead of the Senior Coordinator of the Office of Student Life and Cultural Centers(OSLCC), the Administrative Assistant is responsible for the lead of approximately five(5) – six(6) student assistants, coordination of the club vendor program, event scheduling for clubs, organizations and university departments, scheduling of solicitors on campus, oversight of the department's participation in outreach events, and serves as Administrative Assistant to the Senior Coordinator and Office of Student Life Coordinators. The incumbent schedules (approximately 25%) on campus events for staff, faculty, students, clubs and organizations utilizing classrooms and outside locations; hires, leads and trains student assistants, in all work related areas; assists in reviewing and approving fliers submitted for stamping; opens and closes the department at the designated University opening and closing times; and ensures that all incoming phone calls are answered, all voice messages at the front desk are received, and that there is consistent office coverage during business hours. The incumbent maintains a thorough knowledge of University policies and procedures as they relate to campus organizations and the use of University facilities; provides direct support to all staff; coordinates payroll and travel for the (OSLCC); provides eligibility and scholarship reports for the Director of the (OSLCC), Associated Students Inc., and Rose Float, as it relates to priority registration; and coordinates the Club Vendor Program which includes maintaining and updating the vendor database, contracting and scheduling of vendors, matching interested clubs and organizations to the Vendor Sponsorship Program, disbursing vendor contracts and funds to OSL Club Vendor Account and clubs/organizations; acts as a liaison between vendors, University Police Department and Parking and Transportation Services; and performs other duties as assigned.

High School diploma or its equivalent AND four years of progressively responsible experience in general office clerical or secretarial work or the equivalent. Thorough, detailed knowledge of applicable university infrastructure, policies, and procedures; thorough knowledge of English grammar, punctuation and spelling; thorough knowledge of office systems and ability to use broader range of technology, systems, and software packages; ability to independently handle multiple work unit priorities and projects. Ability to apply a variety of policies and procedures where specific guidelines may not exist; working knowledge of budget policies and procedures; ability to perform standard business math, such as calculate ratios and percentages, track financial data, and make simple projections. The ability to draft and compose correspondence and standard reports and the ability to handle effectively a broader range of interpersonal contacts including those at a higher level and those sensitive in nature. Typing and keyboarding skills with the ability to type/key at a corrected rate of 45 words per minute.

Program and event coordination experience is preferred. Computer experience, lead experience and knowledge of campus policies and procedures are desirable; the ability to use and learn new office support technology systems and software packages. This position requires the use of Microsoft Office, Outlook, Word, Excel, Access and Internet Explorer. *All applicants will be asked to demonstrate their skills using and Excel budget spreadsheet as well as their correspondence skills on a word document.

Cal Poly Pomona is an Equal Opportunity, Affirmative Action Employer. The university subscribes to all state and federal regulations and prohibits discrimination based on gender, race, sexual orientation, national origin, disability, marital status, age, religion, or veteran status. Cal Poly Pomona hires only individuals lawfully authorized to work in the United States.