What are the responsibilities and job description for the Campus Visits Coordinator position at Palm Beach Atlantic University?
Campus Visit Coordination
Plans daily visits and tours for prospective students and their families, including managing details such as reserved parking, scheduling counselor sessions, connecting students with opportunities on campus, and fulfilling special requests.
Plans and coordinates group tours with the Director, managing similar details for group visits.
Coordinates individual campus visit requests for traditional undergraduate, graduate, evening, and online prospective students, including VIP visits.
Serves as host for VIP visits as needed in collaboration with Admissions Counselors.
Updates the display board for daily visitors.
Keeps a log of daily prospective student visitors and monitors trends to anticipate higher volume months and prepares staffing and supplies accordingly.
Tour Guide Management
Assists the Director of Campus Visits with preparations for Open Houses, Preview Days, and other visit events.
Selects, trains, schedules, supervises, develops, mentors, corrects, and evaluates Campus Tour Guides (e.g., Federal Work Study, hourly student employees, summer interns).
Ensures that tour guides are knowledgeable about the Universitys people and programs and represent the University with professionalism.
Provides Campus Tour Guides with regular training, mentoring, and promotion opportunities; serves as their role model.
Develops and implements a Training Program for Campus Tour Guides.
Reviews tour routes regularly and adjusts as needed to ensure an optimal guest experience.
Communication and Customer Service
Responds to telephone inquiries and responds to requests for campus visits.
Coordinates follow up with campus guests on a regular rotation to answer any questions that they have had since their visit and demonstrate the caring ethos of PBA.
Maintains the Campus Visit Microsoft inbox, handles routine inquires, and refers prospective students to the appropriate Admissions Counselor.
Administrative Support
Orders necessary hospitality items for the Welcome Area and information sessions, places purchase requests, and manages orders.
Serves as the Content Manager for the individual campus visit pages on the website.
Performs clerical tasks, such as typing correspondence, filing, faxing, copying, and entering data.
Maintains confidentiality in dealing with the administrators, faculty, staff, students, parents, alumni, and community members.
Support the development of campus visit and event registration, pre-and post-event communication and program evaluation tools within SLATE.
Compiles data on the daily visit programs throughout the year and provides weekly analysis reports.
Other duties
Attends university functions on campus and represents the university at off-campus functions as needed.
Performs other duties as assigned.
Education and Experience
- Post high school training required; Bachelor's degree preferred, or equivalent experience.
- 1 years' experience in fast paced environment and customer service.
Essential Competencies
- Customer Service Orientation Keeps internal and/or external key stakeholder(s), students, parents, faculty, staff and community partners in mind at all times.
- Professionalism Displays a high level of professionalism, e.g. timeliness, reliability, communication, and work ethic.
- Christ-first Faith Provides spiritual support to community members, including students, on their Christian faith journey.
- Adaptable/Flexibility Ability to change or adjust to change.
- Attention to Detail Ability to efficiently and accurately focus on a specific task or number of tasks. Reviews details with a critical eye.
- Effective Communication Expresses ideas and information in a clear and concise manner both verbally and in writing to convey clear, well-articulated messaging across a wide variety of audiences.
- Establishes Trust Gains the confidence of others by actions and words that promote being honest, forthcoming, and vulnerable.
- Project and Time Management Effective planning and priority setting. Ability to manage several complex projects simultaneously while working under pressure to meet deadlines.
- Teamwork & Collaboration Creates a climate that fosters commitment to a common vision and shared values that promote cooperation and working together through trust and support of others both departmentally and cross-functionally.
Additional Requirements
- Ability to work non-routine hours during certain times of the year.
- Ability to traverse campus and stairs.
