Campus Visit Coordinator

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 – often creating the first and last impression of Gustavus for potential future Gusties. The Campus Visit Coordinator 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. The Campus Visit Coordinator provides essential administrative support, managing the Admission Office’s Welcome Desk, office and general College phone lines, and other staff assistance.

• 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.

• 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

• 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.

• 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

• 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
• 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

• 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.

• Prior experience in administrative roles, preferably in an educational setting or Admission Office, with a focus on coordinating tasks, supervising students, and/or managing schedules.
• Excellent written and verbal communication skills to interact with prospective students, families, student employees, and other staff members effectively.
• Strong organizational skills to manage tour schedules, guide assignments, and office logistics efficiently.
• A customer‑centric…