Assistant Coordinator-Student Programs & Administrative Operations

Definition and Purpose

The Assistant Coordinator—Student Programs & Administrative Operations provides essential operational, administrative, and programmatic support for ASI on the Cal Poly Solano campus. This position plays a key role in advising and developing ASI student leaders, supporting ASI and ASI Maritime Academy Counsel (AMAC) events, managing accounting and inventory processes, assisting with HR onboarding and compliance tasks, facilitating club services operations, and coordinating with facility vendors. In addition, the Assistant Coordinator supports marketing workflows and assessment efforts to ensure programs and services remain effective, student-centered, and aligned with departmental and organizational goals. 

This position directly advises the ASI Student Government Volunteers, the Chair and Vice Chair of the AMAC, and all members of AMAC on the Solano campus. It also supervises the ASI Events and Outreach Student Assistant. 

This position is based at the Cal Poly Maritime Academy on the Cal Poly Solano Campus in Vallejo, CA.

Requirements

Educational and Qualifying Experience, Skills, Licenses, Credentials

Educational/License/Credential Requirements

• High school diploma, GED, or equivalent.
• Graduation from a four-year college or university preferred.

Experience Requirements

• Minimum one (1) year of professional experience, three (3) years preferred, that demonstrates the ability to perform the essential functions of the job.

Knowledge/Skill Requirements

• Strong leadership skills, with the ability to coach, mentor, and develop student staff. 
• Excellent interpersonal, written, and verbal communication skills. 
• Demonstrated ability to supervise student employees. 
• Strong organizational skills and attention to detail. 
• Ability to work evenings and weekends as needed for events. 
• Strong advising skills. 
• Strong problem-solving skills and the ability to balance competing priorities.  
• Ability to analyze data, assess program performance, and make informed decisions. 
• Experience with student event planning and marketing (preferred). 
• Experience with accounting processes, inventory systems, or fixed asset tracking (preferred). 
• Experience supporting student government or student leadership development (preferred). 

Essential Duties and Responsibilities

Supervisory Responsibilities

• Supervise, train, schedule, and evaluate the ASI Events and Marketing Student Assistant(s) at the Cal Poly Solano campus. 
• Provide ongoing coaching to support student staff in event management, marketing dissemination, and campus engagement efforts. 

Student Leadership Advising & Support

• Provide advising, guidance, and administrative support to ASI Student Government Volunteers. 
• Serve as the primary advisor to AMAC, including the Chair and Vice Chair of the AMAC, and general membership. 
• Prepare appropriate meeting materials and ensure compliance with legal and organizational requirements. 
• Mentor student leaders to support skill development, professionalism, organizational excellence, and successful execution of AMAC initiatives. 

Programming & Event Support

• Assist in planning, organizing, and implementing ASI-sponsored events and AMAC events. 
• Attend all assigned events, provide onsite support, coordination, and oversight. 
• Collaborate with campus and ASI partners to ensure successful execution of programs. 

Accounting & Financial Operations

Responsible for a broad range of operational accounting tasks, including:

• Uniform and IT inventory management. 
• Purchasing, P.O., and invoice processing. 
• Fixed asset tracking and annual inventory counts. 
• Deposit processing and petty cash monitoring. 
• Purchasing and accounts payable processing.  
• Budget preparation, tracking, and financial documentation support. 

Human Resources Support

• Assist with new-hire onboarding processes, including I-9 verification and collection of required documents. 
• Support uniform distribution and tracking for staff and student employees. 
• Provide general assistance with HR workflows as directed. 

Club Services Operations

• Provide customer service for Club Services inquiries and front-line support.
• Manage remote deposit workflows and club mail distribution.
• Ensure cash security gift forms are completed for club donations and that they comply with ASI financial procedures.
• Assist with club-related administrative tasks to support safe and successful student organ