Campus Visit CoordinatorAdmission

Description

JOB SUMMARY: The Campus Visit Coordinator ensures that prospective students and other guests have an extraordinary visit experience, serving as the “chief hospitality officer” for the Admission Office. This position coordinates all aspects of daily campus visits by receiving requests, making appointments, arranging schedules, and facilitating each component of the visit. Each day, they interact with a wide range of people, including prospective students, parents, tour guides, staff, campus leaders, faculty, coaches, community members, alumni, and others. Overseeing our office’s Welcome Desk, general phone, and general email inbox, the Campus Visit Coordinator often creates the first and last impression of Gustavus for potential future Gusties. 

Employment Type: Full-time (1.0 FTE preferred, .92 FTE minimum), Benefits-Eligible, Non-Exempt (Hourly)

Pay Rate: $20-25 per hour

MAIN RESPONSIBILITIES:

Planning Campus Visits

• Receive visit requests and respond to questions about our visit options, helping prospective visitors create a personalized experience.
• Serve the liaison between visitors and Gustavus community members.
• Maintain the office visit calendar, making appointments and communicating with all participants.
• Vet class offerings to develop a list of appropriate options for visitors.
• Establish rapport with faculty willing to visit with prospective students.
• Collaborate with coaches to coordinate all components of an athletic recruit’s visit to Gustavus.
• Communicate with conductors and directors to coordinate visits to rehearsals and performances.

Arranging Overnight Visits 

• Develop meaningful itineraries for overnight visitor’s stay
• Maintain Title IX compliance on all forms and waivers used for Overnights
• Communicate with both prospective students and their parents on details of the overnight visit
• Responsible for all fiscal details of travel payments, reimbursements, and tracking
• Serve as staff person on-call over two nights while visitor is on campus
• Responsible for airport transportation if shuttle service fails

Hosting Visitors

• Warmly greet visitors to the Admission Office, notify counselors of their arrival, chat with visitors, and ensure they are well cared for while on campus.
• Prepare welcome slides for digital sign and reserved parking signs for daily visitors.
• Coordinate logistics of escorting visitors to appointments and class visits.
• Keep the lobby and refreshment areas clean, stocked and inviting.

Scheduling Student Employees

• Schedule our tour guides (“Gustie Guides”) each term, depending on their class schedules while ensuring coverage for our campus visit program
• Assign tour guides to daily tours
• Manage day-to-day tour guide schedule changes
• Manage clocking in/out and timesheet approval
• Supervise daily activity of Gustie Guides, providing projects when they are not touring
• Serve as a friendly and caring adult, mentor, and supervisor, giving guidance and implementing discipline policy when warranted

Providing Administrative Support

• Answer incoming calls and provide general customer service for Admission and the College
• Pick up, sort, and distribute office mail
• Coordinate outgoing mail assembly, for smaller projects not handled by the Mailroom
• Maintain the Admission Office email account (admission@gustavus.edu), sorting requests and forwarding to other staff for responses
• Process requests for information and branded gear 
• Manage the ordering of and maintenance of office supplies
• Create and submit requests for maintenance, facilities, and technical assistance issues as needed
• Manage the tracking and payment of all invoices for the office
• Reconcile monthly budget entries

Managing Data

• Utilize the office’s CRM to manage Gustie Guides and other volunteers
• Maintain accurate records of interactions with prospective students using the college's CRM system.
• Generate reports and analyze data to assess recruitment strategies' effectiveness and identify areas for improvement.