Administrative Assistant

Definition & Purpose

The Administrative Assistant II—Recreational Sports role provides administrative, operational, and logistical support to ensure effective operations of ASI Recreational Sports and Facilities Management. This position is responsible for the day-to-day administrative operations of the Recreational Sports office, including customer service, executive support, meeting coordination, purchasing, travel, and related documentation.

This position is based at the Cal Poly in San Luis Obispo, CA.

Requirements

Educational & Qualifying Experience, Skills, Licenses, Credentials

Educational/License/Credential Requirements

• High school diploma, GED, or equivalent. 
• Associates degree preferred.

Experience Requirements

• Minimum three (3) years of experience, four (4) years preferred, that demonstrate the ability to perform the essential functions of the job. 

Knowledge/Skill Requirements

• Strong knowledge of administrative operations, including records management, office coordination, customer service, scheduling, and project management.
• Familiarity with meeting management practices, including agenda preparation and taking minutes.
• Proficiency with administrative management systems and Microsoft Office applications.
• Strong attention to detail and accuracy for maintaining records and compliance documentation.
• Basic knowledge of ADA accessibility requirements for public-facing documents and meeting materials
• Strong organizational skills with the ability to manage multiple priorities and deadlines in a fast-paced environment.
• Excellent written and verbal communication skills, sound judgment, and discretion when handling confidential information.

Essential Duties & Responsibilities

Administrative & Office Operations

• Serve as the administrative point of contact for ASI Recreational Sports  and Facilities Management, providing quality customer service to staff and visitors.
• Order, track, and maintain office and administrative supplies.
• Manage office equipment, including copy machines and service requests.
• Receive and distribute mail and packages for Recreational Sports and Facilities Management staff.
• Support department initiatives, events, committees, and special projects as assigned.

Executive Support

• Provide administrative support to the Director—Recreational Sports and Director—Facilities Management, including the preparation of agendas, presentations, memoranda, proposals, reports and meeting materials.