Learning & Development Project Assistant

Work Schedule: 12-20 hours per week; shifts based on operational need of the organization; this position is hybrid eligible

OVERVIEW

 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.  

POSITION DEFINITION

Under the supervision from the Senior Learning Experience Designer, The Learning & Development (L&D) Project Assistant provides critical project coordination and operational support for the ASI CPP learning team. Reporting to the Senior Learning Experience Designer, this role helps manage timelines, track deliverables, organize meeting logistics, and monitor progress across training initiatives. The L&D Project Assistant plays a key role in supporting blended learning development, vendor coordination, and evaluation reporting. This role is well-suited for students pursuing careers in project management, education administration, or organizational development. 

ESSENTIAL DUTIES 

• Maintains project schedules and task boards (e.g., Monday.com) for learning initiatives, tracking deadlines, risks, and dependencies.
• Assists with internal meeting preparation, including agenda drafting, note-taking, action item tracking, and follow-up communications.
• Tracks status and inventory of learning content, supplies, evaluation tools, and vendor contracts for active training projects.
• Supports coordination with external facilitators, including scheduling, document routing, and onboarding.
• Organizes and maintains program tracking files for initiatives like professional development, blended learning rollouts, and credentialing.
• Compiles and assists with formatting evaluation results, attendance data, and survey responses for reporting and retrospectives.
• Collaborates with the Senior Learning Experience Designer and L&D Manager to support quarterly dashboards and milestone reporting.
• Maintains shared resource folders, templates, and forms used across learning projects and development teams.
• Coordinates with other assistants to align timelines, communication, and project logistics.
• Attends required training and retreats throughout the year
• Performs other related duties as assigned 

QUALIFICATIONS

• All academic backgrounds welcome to apply, those interested in project management preferred
• Detailed-oriented, strong organizational skills, and ability to manage multiple priorities with accuracy and follow-through, highly desired.
• Familiarity with project management tools (e.g., Monday.com) and cloud-based collaboration platforms (e.g., Microsoft Teams) or ability to learn them quickly, highly desired.
• Comfort working with data tracking, reports, and task coordination in a fast-paced, collaborative team.
• Interest in learning operations, strategic planning, or adult education preferred.
• Willingness to learn about inclusive facilitation, psychological safety, and competency-based learning models.
• Ability to take direction, work independently, manage time effectively, and meet project deadlines.
• Strong written communication and interpersonal skills, with a collaborative mindset working with diverse stakeholders.
• Ability to work with a diverse student population and campus community
• Ability to operate a computer workstation using word processing, spreadsheet and other computer applications in use
• Ability to satisfactorily complete a background check (including a criminal records check)

POSITION SENSITIVITY 

Based on the duties and responsibilities of this position, this position has been designated to be a sensitive position with access to sensitive data.  A background check (including a criminal records check) must be completed satisfactorily before any candidate can begin employment with Associated Students, Inc., Cal Poly Pomona. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current ASI employees who apply for this position. 

BACKGROUND CHECK 

A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position with Associated Students, Inc., Cal Poly Pomona. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current ASI employees who apply for this position. 

EMPLOYMENT ELIGIBILITY

Employment with ASI is open to any Cal Poly Pomona student who is eligible to work and has the legal right to work in the United States. In addition, student employees must be currently enrolled in a minimum of 6.0 units (undergraduate) and 4.0 units (graduate), international student employees must be enrolled in a minimum of 12.0 units (undergraduate) and 6.0 units (graduate) at the end of the add-drop period. Student employees are required to have a minimum overall and Cal Poly Pomona GPA of 2.0 and be in good academic standing with the University. Individuals enrolled only in Extended University are not eligible for hire. Exceptions to the unit load requirement are allowed during the summer term and for students who have applied for graduation for the current term. 

WORK ENVIRONMENT

While performing the duties of this job, the employee is frequently required to sit, talk, and hear; manual dexterity, eye-hand coordination, and verbal communication; use of office equipment: telephones, calculator, copier and fax. Must be able to walk, stand, bend, and lift up to 45 pounds.  

MANDATED REPORTING REQUIREMENT 

In compliance with the California Child Abuse and Neglect Reporting Act (CANRA) and the CSU Executive Order 1083, each ASI employee is designated as a mandated reporter and is required to sign an Acknowledgment of Mandated Reporter Status and Legal Duty to Report Child Abuse and Neglect.  

 SYSTEMWIDE SMOKE AND TOBACCO FREE ENVIRONMENT EO 1108:  

Cal Poly Pomona is a smoke and tobacco-free campus. Please refer to the link below for policy information. http://www.calstate.edu/EO/EO-1108.html 

COVID-19 VACCINATION

CSU, along with Associated Students Inc., strongly recommends all staff who are physically accessing campus facilities or programs to be fully vaccinated against COVID-19, which includes obtaining a COVID-19 booster dose. See policy at https://calstate.policystat.com/policy/11030468/latest