Admissions Event Coordinator

Description

The Admissions Event Coordinator serves as a key member of the Undergraduate Admissions team, ensuring high-quality campus visit experiences for prospective students and their families. The coordinator collaborates with university partners and external stakeholders to provide seamless event operations, from initial planning through execution and post‑event evaluation. This position requires strong project management, enthusiasm, attention to detail, and a commitment to exceptional customer service.

The role includes frequent interaction with the public, campus partners, vendors, and the student body. While its primary focus is the daily visit experience, its secondary focus is large‑scale event days and providing assistance with new student orientation programming.

• Collaborate with the Assistant Director of New Student Programming and GA to ensure daily visits run smoothly and efficiently.
• Supervise Campus Visit Office student ambassadors to ensure quality visitor interactions.

• Serve as the primary person responsible for scheduling campus visits, noting any special arrangements or requests.
• Serve as the primary point of contact for campus visitors.
• Contact faculty and other staff to arrange appointments as requested by visitors and follow up to confirm arrangements.
• Ascertain each visitor’s individual needs to create a personalized and comprehensive visit itinerary, including meetings with Admissions staff, deans, faculty, university staff, and current students.
• Prepare itineraries to provide to visitors upon arrival.
• Maintain the daily visit schedule and provide information to admission counselors regarding anticipated visitors.

• Collaborate with coaches to set up appointments for their recruits as needed.
• Oversee the preparation of visitor information packets for all visit types (Visit Days, Saturday Visits, Specialized Tours).
• In collaboration with the Assistant Director of New Student Programs, plan, schedule, and help facilitate larger admission events.
• Utilize previous data and trends to determine optimal visit times and dates for the upcoming fiscal year.

• Maintain knowledge of all areas of Admission, standard procedures, and other aspects of the University to provide accurate information to prospective students and families.

• Recruit, interview, and hire a staff of 15–25 student ambassadors (Mule Crew).
• Ensure all campus visits and events are fully staffed.
• Lead and manage a diverse team of student workers.

• Provide orientation and initial training for new student ambassadors.
• Develop and implement ongoing training programs to reinforce visitor engagement, customer service, and event expectations.
• Maintain a comprehensive tour route and options dependent on accessibility needs of the visitors.

• Plan and manage schedules for student ambassadors in collaboration with the Office Manager.
• Conduct regular evaluations and provide constructive feedback to student staff.
• Address and resolve personnel issues or conflicts as they arise.
• Oversee and direct the work of all student ambassadors.

Requires a detail‑oriented individual with strong organizational and leadership skills.

• Keep visit records up to date in Slate.
• Utilize Slate for booking all campus visits and interacting with prospective families.
• Generate reports in Slate to analyze improvement areas, including communications, scheduling, and show rate.
• Mark arrival status in Slate on a daily basis for visitors.

• Maintain and manage the campus visit email account with timely responses.
• Manage the mailing of hand‑written postcards from ambassadors to the students they met with.
• Provide school excuse letters for all students who attend visits.

Consistently raise awareness of the importance of the campus visit experience among campus community…