Admissions Engagement Operations Coordinator

Admissions Engagement Operations Coordinator

Position Category: Staff (Non-Exempt)
FLSA: Non-exempt
FTE: 1
Location: Thousand Oaks

The mission of California Lutheran University is to educate leaders for a global society who are strong in character and judgment, confident in their identity and vocation, and committed to service and justice. Founded in 1959 in beautiful Ventura County, the university has an enrollment of about 4,000 undergraduate and graduate students who come from across the nation and around the world from a diversity of backgrounds, cultures and faiths.

As a federally recognized Hispanic-Serving Institution, Cal Lutheran is looking for candidates with a dedication to and success in working in diverse communities. The university is committed to an inclusive learning and work environment that values individual differences and respects each person's dignity.

Under the direction of the Director of Undergraduate Admission, and in collaboration with the Undergraduate and Graduate Admission Office teams, the Admission Operations and Visit Coordinator is responsible for planning, organizing, and implementing all aspects of the Campus Visit Program. This includes daily campus tours, group visits, and the operation of the welcome reception area. The Coordinator supports the Undergraduate Admission Office by assisting with special projects, events, and assignments, and by helping to supervise student staff to ensure an exceptional visit experience for all guests.

In addition, this position oversees the welcome area serving both Undergraduate and Graduate Admission Offices, managing appointments, meetings, and the day-to-day operations of this shared space. The Coordinator is also responsible for overseeing and managing bookings for the joint meeting area.

• Serve as liaison between the administrator and university personnel, parents, students, educational institutions, vendors, and other constituencies; partner with departments throughout the college including academic divisions, athletics, dining services, facilities and maintenance, housing and residential life, and campus safety.
• Oversee the welcome reception area, including greeting and checking in guests, answering the main office phone, and assisting with responses to the general admission and visit program email accounts.
• Professionally and effectively communicate with various stakeholders, staff, and clients performing duties such as answering telephones, relaying messages to appropriate personnel, screening and routing calls and walk-in visitors, and providing information to staff, prospective students and the public regarding programs and office functions.
• Provide follow-up correspondences in the form of telephone calls, email, and mail to prospective students.
• Perform accurate data entry of prospective student and applicant information into SLATE CRM system.
• Coordinate the Daily Visit Program by establishing guidelines, policies, and procedures for daily tours, class visits, information sessions, and individual counselor meetings. Work with the Director of Undergraduate Admission, senior leadership, and the Enrollment Marketing team to set tour routes, scripts, and presentations to ensure consistency with university messaging and branding.
• Manage special tour requests for groups visiting outside of standard daily tour offerings, including school and organization visits as well as university-arranged tours for special guests.
• Schedule prospective student visits, including campus tours, admission information sessions, coach meetings, faculty meetings, classroom visits, and appointments with other campus departments.
• Oversee the recruitment, hiring, training, and supervision of student workers.
• Serve as part of the Events Team and provide support for on- and off-campus Admission events throughout the year.
• Perform a variety of administrative and clerical support duties, including recordkeeping, answering phone calls, greeting visitors, word processing, and processing information related to assigned tasks.
• Serve as the front-line receptionist for the building by maintaining and updating departmental calendars, monitoring multiple scheduling platforms, scheduling meetings for the counselor of the day, assisting prospective students with appointments, and managing office conference space with priority given to visitor presentations.
• Organize and maintain documentation for internal and external departmental meetings.
• Proofread, verify, and review materials and reports for accuracy, completeness, and compliance with standards, policies, and procedures; ensure timely completion.
• Respond to complaints, concerns, and requests for information from students, parents, staff, and the public; resolve issues with confidentiality, tact, and sensitivity, and refer matters appropriately for resolution.
• Maintain a variety of records, logs, and files; protect confidentiality of information; stay current on regulations and…