Admission Operation Specialist​/Coordinator of Events

Position: Admission Operation Specialist/ Coordinator of Events
Posting Details

Posting Details

Posting Number:
0601273

Position Title:
Admission Operation Specialist/ Coordinator of Events

FLSA:
Non-Exempt

Job Type:
Full-Time

Staff Term:
12 Months

Staff Work Schedule (hours/dates):
Monday - Friday, 8:30 a.m.

- 4:30 p.m.

Academic Year Schedule (dates):

Faculty Term:

Position Type:
Staff

Department:
Admissions

Job Summary/Basic Function:

Wheaton College is seeking a full-time Admission Operation Specialist/ Coordinator of Events who will report to the Director of Admission.

The incumbent serves as a key member of the Office of Admission operations team, providing administrative and operational support for recruitment programming, event logistics, and college fair participation. This role assists with the preparation, coordination, and follow-up of both in-person and virtual admission events, while supporting daily office operations that contribute to prospective student engagement and enrollment efforts. The position requires strong organizational skills, attention to detail, effective communication, and the ability to collaborate across departments in a fast-paced environment.

Event Planning and Management:

• Serve as project manager and operations contact for on-campus and virtual Admission events, including but not limited to:
  Welcome to Wheaton Day, Open Houses, Preview Days, Overnight Programs, Counselor Events, Orientation registration, and special weekend programs.
• Manage event logistics including space reservations, technology and media services, catering, signage, accessibility needs, registration processes, and collaborates with program leads on staffing coordination.
• Coordinate with campus partners and external vendors to secure services and materials, ensuring timely communication, contract management, and event setup.
• Collaborates with program coordinator to create, edit, and produce event materials such as agendas, signage, and print/digital collateral.
• Coordinate with Marketing & Communications by sharing event details and updates to support the timely production of printed and digital materials that align with institutional branding standards.
• Create and maintain detailed planning timelines, task lists, event templates, and post-event evaluations to support continuous improvement.

Operations and Administrative Support:

• Provide operational and administrative support for college fair activities, including assisting with registration tracking, materials coordination, lead uploads, and maintenance of fair data within Slate.
• Provide cross-functional operational support including processing of applications and related materials, transcript review, standardized testing entry, data imports, and updating counselor databases.
• Serve as a backup for front desk and phone coverage; support general office needs including greeting guests, answering inquiries, and supporting student workers.
• Respond in a timely and professional manner to all general inquiries from prospective students and parents, as well as school officials, related to Wheaton's application process.
• Provide routine administrative support to Admission Officers that might include mailings and promotion (mail and email) of travel events, and support for various special events and projects as needed.

OTHER DUTIES AND RESPONSIBILITIES:

• Provide on-going support to counselor(s) during travel and reading season through the admission buddy program.
• Support Student Employment Supervisor, serving as a back-up in the coordinator's absence to handle student employment related issues/inquiries.
• Work on designated Saturdays, in rotation with other staff, as needed. Represent Wheaton during weekend and evening admission programs. Work one day during the College Holiday Break, as needed. Be available (on-call) for possible weekend work during key peak periods.
• Perform other related duties as required or assigned by the Director of Admission.
• Explore ways to utilize technology to make the office operations more efficient and effective.

Minimum Qualifications:

• High school diploma required;
  Bachelor's degree preferred.
• At minimum, duties require knowledge of administrative skills equivalent to the completion of a Bachelor's degree and one to three…