Projects and Operations Assistant PTS

About the position Established in 1963, Associated Students, Inc. (ASI) is a non-profit corporation guided by a student board and managed by full-time professional staff. ASI is a part of the Cal Poly Pomona Division of Student Affairs with a dashed reporting line to Administrative Affairs. ASI serves the entire campus population, including over 26,000 students, by providing opportunities for student engagement, student employment, and a multitude of programs and services such as recreation and wellness, student union and activities, student government, and childcare. ASI operational support areas include human resources, financial services, information technology, facilities management, and marketing. ASI employees exhibit our values of integrity, honor, dedication, loyalty, and respect in every interaction with each other, our students, the campus community, and guests of Cal Poly Pomona. Founded in 1995, award-winning Marketing, Design & Public Relations (MDPR) is one of the most respected Marketing groups at Cal Poly Pomona. It maintains its creativity and dynamic marketing strategies through an experienced, talented team of students and professional staff in combination with the use of today’s most cutting-edge technology. Its goal is to connect their clients to their respective audiences with a fresh and innovative solution. MDPR not only serves all of ASI’s internal marketing needs, but it provides the campus and local community the opportunity to utilize their experience-driven, competitively priced, design and marketing communications services as well. Some of the services the team provides are logo design, brochure design, digital bulletin boards advertisements, and event/program poster design. POSITION DEFINITION Under general supervision of the Marketing Project Manager and additional supervision and delegation of duties provided by the Projects and Operations Supervisor, the Projects and Operations Assistant performs routine and non-routine tasks in support of Marketing, Design and Public Relations (MDPR) business operations. The Projects and Operations Assistant collaborates with department staff to maintain a steady project workflow amongst the MDPR team and serves as the key customer service representative for MDPR.

Responsibilities

• Responds to a variety of customer inquiries in a timely and professional manner
• Serves as a project manager for a variety of creative requests to ensure projects meet various milestones
• Generates marketing material quotes and batch invoices for completed projects
• Supports the Projects and Operations Supervisor with sourcing new vendors and products
• Responsible for seeking quotes from a variety of vendors and provide price comparisons for clients
• Assists the department staff with the financial closing of projects and with tracking department revenue and expenses
• Processes and manages incoming work orders
• Supports the Projects and Operations Supervisor with creating name badges for the organization
• Conducts inventory for all incoming deliveries to ensure orders are correctly shipped
• Follows up with vendors with any order discrepancies
• Provides follow-up with vendors regarding the status of promotional materials
• Orders and maintains office supplies
• Performs other duties as assigned

Requirements

• Demonstrated ability to provide friendly and pleasant customer-oriented service
• Ability to communicate clearly and concisely, both orally and in writing
• Strong analytical and problem-solving skills with the ability to perform accurate, timely and detailed work
• Ability to perform accurate math calculations including markup and tax calculations
• Ability to efficiently utilize Microsoft Office Suite, especially Excel and Word
• Ability to adhere to work rules, follow directions, use time effectively and meet deadlines
• Ability to operate an office workstation, utilizing word processing, spreadsheet and other software
• Demonstrated ability to work with a diverse student population and campus community

Nice-to-haves

• Six months to one year of customer service experience preferred
• Knowledge of estimating and working with vendors preferred

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