Administrative Coordinator of Visit Experience

Admissions

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JOB QUALIFICATIONS

Are you detail-oriented?
Can you quickly adapt to a changing work environment?
Do you have strong communication skills?
Learn more

JOB FUNCTIONS

The employee in this position will have the following essential job functions:

  • Assist students, staff and visitors who walk-in to the Admissions Office
  • Manage Admissions Office calendars and scheduling for staff and department
  • Work with Assistant Director of Visit Experience to provide personalized hospitality including top notch first impressions to all guests/visitors/walk-ins, faculty, current students, inquiries, etc.
    • Lead in creating and maintaining an inviting, comfortable and professional atmosphere at the welcome desk of the Admissions Office
    • Ensure that the front office is clean, set up and prepared to accommodate the  needs of guests
    • Maintenance and scheduling of Pavilion Theater Room, used daily for campus visits
  • Work with Assistant Director of Visit Experience to coordinate individual campus visits
    • Receive visit requests, set up appointments, hotel reservations and email confirmations to campus visitors
    • Add visitor information to office calendar and distribute to counselors, housing, and partners
    • Reach out to coordinate logistical details of campus visitors stay
    • Communicate with prospective students and families the details and accommodations of their visit
    • Communicate daily with faculty members concerning campus visitors
    • Oversee the making of packets for each guest with personalized schedule and deliver packets to Legacy Hotel for overnight visitors
  • General Office Management
    • Arrive on time every morning in order to open the office.  Lock/unlock doors and forward phones as needed (opening hours, closing hours, chapel services, staff meetings, etc.)
    • Schedule and provide administrative support for weekly staff meetings
    • Schedule weekly office trainings with on-campus partners
    • Communication
      • Receive and distribute Admissions Office mail, email and phone messages
      • Ensure office staff is knowledgeable of all campus visitors and the details of their visit
      • Third line for receiving phone calls
    • Oversight of office inventory and supplies
      • Office ordering (Office supplies, visit snacks, etc.)
    • Submit facility work orders as needed to maintain and repair office
    • Submit requests to 5th and Broadway for printing projects as needed
    • Submit Campus Technology work orders when needed (Program updates, program installation, etc.)
  • Coordinate processes and protocol of paperwork surrounding new hires and terminations of employment
  • Monthly reconciliation of three office procurement cards by keeping accurate record of expenses, staff spending, and department budget
  • Receive and process marketing and other print shop jobs and projects
  • Build relationships with campus partners in order to promote a positive visitor experience (e.g. Legacy Hotel, Housing, Student Life, Event Productions)
  • Attendance, assistance, and leadership to on-campus events including but not limited to Preview  Days, special visit days, orientation, graduation, etc.
  • Expected to attend both chapel services during the week.

 

Performs other duties as may be assigned by supervisor.

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