Definition and Purpose 

Under the supervision of the Assistant Coordinator - Human Resources, the Human Resources Student Assistant provides clerical and technical support to ASI Human Resources staff. The Human Resources Student Assistant is responsible for assisting the Assistant Coordinator - Human Resources with the day-to-day HR-related functions of the organization including, but not limited to, entering data into all HRIS databases, auditing payroll records, preparing monthly benefit billing requests, and preparing and retaining general HR documents. 

ASI is committed to supporting the aspirations of the University Learning Objectives. Our employees are expected to make reasoned decisions based on ethics, respect for diversity, and an awareness of issues of sustainability. Additionally, they will work productively as individuals and in groups while communicating effectively. 

Educational Requirements and Qualifying Experience 

• Must be a currently enrolled student at Cal Poly with a minimum of 6 units. Graduate students must carry 4 units. 
• Working knowledge of correct English grammar, spelling, and punctuation. 
• Knowledge of Microsoft Office. 
• Ability to effectively communicate both orally and written. 
• Ability to work cooperatively with others or independently, as the situation requires. 
• Ability to provide positive customer service. 
• Ability to apply judgment and discretion in performing confidential personnel matters. 
• Ability to be highly organized, attentive to details, and have good planning skills. 
• Ability to work with minimal supervision. 
• Ability to perform multiple tasks simultaneously while maintaining accuracy. 
• Ability to make routine decisions based on specific criteria/guidelines. 
• Ability to be flexible and adapt to change. 
• Ability to initiate, establish, and foster communication and teamwork by maintaining a positive, cooperative, productive work atmosphere.
• Ability to establish and maintain effective working relationships within a diverse population and with those from various cultural backgrounds, specific needs, or limitations. 
• Ability to work well under pressure. 

Supervisory Responsibilities 

• None 

Essential Duties and Responsibilities 

• Review all paperwork for accuracy and process personnel actions. 
• Maintain student personnel files. 
• Assist customers via the telephone and in person with issues related to HR. 
• Handle confidential information according to ASI policies and procedures.
• Keep accurate records and ensure accurate data entry. 
• Ensure that financial paperwork is accurate and complete, and process Payment Request Forms as necessary. 
• Audit payroll records for accuracy and policy compliance. 
• Track student leave of absences. 
• Process changes to employee records. 
• Conduct monthly Social Security Number Verifications. 
• Maintain familiarity with evacuation plan for work area. 
• Attend all mandatory meetings, workshops, and retreats. 
• Provide quality customer service for all staff and customers. 
• Maintain an awareness of safety concerns and risk management. 
• Maintain prompt hours and follow absence procedures. 
• Maintain a positive working relationship with staff and co-workers. 
• Adhere to and enforce all ASI departmental policies and procedures. 
• Ensure a safe environment for all participants. 
• Exhibit a commitment to student development and leadership. 
• Perform general office assistance (word processing, filing, mailing, copying). 
• Assist with other technical duties as needed. 
• Assist with special projects. 
• Compile daily, weekly, and monthly statistics. 
• Other duties as assigned. 

Diversity and Inclusion 

• Recommend and support practices intended to eliminate racial, gender, or any other form of bias in processes, policies, and procedures.
• Demonstrate awareness of one’s own biases, comfort levels, and various aspects of diversity, equity, and inclusion (DEI).
• Demonstrate effort to understand each person’s individual and collective role in creating inclusive environments.
• Participate in trainings and activities provided by ASI as it relates to diversity, equity, and inclusion.

Other Duties and Responsibilities 

• The person holding this position is considered a "mandated reporter" under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in ASI policy as a condition of their employment. 

Period of Employment 

Employment with this organization is of an "at will" nature, which means that the employee may resign at any time and ASI may discharge the employee at any time with or without cause. 

Compensation and Hours 

• Hourly Pay Rate: $16.00 per hour 
• Hourly Pay Range: $16.00 per hour - $16.00 per hour 
• Maximum 20 hours per week. 

 Requires a minimum of 3 consecutive quarters

The Associated Students, Inc. is an Equal Opportunity Employer. 

Last revision: 09/05/2024