Administrative Specialist & Audit Coordinator

Job Description

Work Schedule:

Monday through Friday; occasional weekend and evening hours to meet business needs; hybrid eligible (predominantly on-site)

Associated Students, Inc. (ASI) employs student-focused professionals with equity mindsets. Established in 1963, Associated Students, Inc. (ASI) is a non-profit corporation led by a 14-member board of elected student leaders. ASI is an auxiliary organization authorized by the California State University Board of Trustees to perform Student Life functions for Cal Poly Pomona students. ASI provides opportunities for student engagement, student leadership and employment, and a multitude of Student Life programs and services, e.g., recreation and wellbeing, student union and activities, student government, clubs and organizations, food pantry, and childcare.

ASI’s administrative and student support areas include human resources, financial services, information technology, facilities management, and marketing. ASI employs approximately 500 part-time students and 60 full-time staff members. ASI is responsible for conscientiously managing mandatory student fees and state-owned facilities: approximately $21 million in annual operating revenues, $53 million in invested assets, $43 million in board-designated reserves, and 294,253 square feet of student space (student union, recreation center, and pool).

ASI is in the Cal Poly Pomona Division of Student Affairs with a dashed reporting line to Administrative Affairs. ASI serves the entire campus population, including over 28,000 students.

As an evolving learning organization, ASI is human-centered and strives to live its values of care and growth. ASI’s purpose is to transform lives by engaging every student. Committed to learning, continuous improvement, and innovation, ASI employs dynamic team members who support team learning, co-creation, radical candor, psychological safety, and a growth mindset, and who live out equity, diversity, and inclusion practices.

Working independently, under limited supervision from the Executive Director and Associate Executive Director, the Executive Assistant & Audit Coordinator collaboratively supports the management and administration of the corporation by providing administrative and operational support and guidance to the top executive professional positions responsible for the overall leadership and administration of the corporate affairs of ASI and the organizations under its governance.

As an administrative partner, this position supports various aspects of operational management, including support for the Leadership Team (LT).

Provide guidance and, at times, review and approve work for other full-time and part-time employees related to the duties and responsibilities of the role.

Maintain complex executive appointment calendars, balancing consultation with the ED and AED with independent decision-making based on knowledge of executive and administrative priorities and goals. Coordinate complex scheduling of the ED and AED, ensuring meetings, deadlines, presentations, and other duties are carried out seamlessly. Make travel arrangements, including coordinating flights, accommodations, and other itinerary details. Coordinate recruitment for executive positions.

Occasionally serve on committees within the organization and beyond.

Perform office management duties for ASI Administration and occasionally assist other departments. Ensure everything is in place for the office to function smoothly, obtain appropriate approvals, and meet deadlines. Provide outstanding customer service in person, by…