What are the responsibilities and job description for the Visit and Events Coordinator and Office Manager position at Siena Heights University?
About Siena Heights University:
Siena Heights University is a Catholic institution founded by the Adrian Dominican Sisters, and a recognized Hispanic Serving Institution (HSI), located in beautiful Adrian, Michigan. With a student population averaging 1,700 undergraduates and 163 graduate-level students: with approximately 300 employees. The Siena Heights University mission is “to assist people to become more competent, purposeful, and ethical through a teaching and learning environment which respects the dignity of all” and the team at Siena supports the Catholic and Dominican mission and identity, which are inspired by the life and teachings of St. Catherine of Siena.
Position Overview:
The Visit and Events Coordinator and Office Manager position, is a comprehensive position responsible for scheduling and coordinating comprehensive campus visits for prospective students and their families, managing the Student Ambassadors (approximately 10-15 college students), developing and implementing high-impact admissions events that help reach recruitment goals, maintaining management of day-to-day operations, inventory of supplies, and running reports for administration. This position serves as a link between the University and prospective undergraduate and graduate students, as well as a link between enrollment and other members of the University community.
Essential Responsibilities:
- Receive and engage visitors to the University. This position is often the first person someone interacts with when scheduling or meets when they are visiting.
- Manage the reception area front desk, answer the Admissions phone, and serve as the primary point of contact and information resource for all internal and external customers.
- Respond to campus visit requests made via phone, email, or CRM system.
- Schedule visit appointments for prospective students with an admissions counselor and possibly a faculty member, visual or performing arts director, and/or athletic program coach; assign student tour guides; create personalized visit itineraries; make visit confirmation phone calls and send electronic visit details to prospective students and families in advance of scheduled visits; successfully manage each visit from a student’s arrival to departure from campus.
- Program the Welcome Center’s electronic signboard in advance of daily visits, and forward scheduled visitor information to the University’s online Announcements.
- Work in tandem with admissions counselors and with coaches, directors, and other faculty to coordinate and facilitate individual and group visits to campus.
- Work with other offices to provide tours requested for new employees, job candidates, or guests of the president’s office.
- Maintain electronic calendars and schedule appointments for the CAS Admissions’ team.
- Oversee the Student Ambassadors (college students) by interviewing and hiring new ambassadors, developing student work schedules each semester, managing and approving student timesheets, conducting regular training and semester-by-semester performance evaluations, and coordinating ambassadors recruiting efforts, including some targeted Phone-a-thons.
- Work with the members of the admissions team to develop event programming designed to attract and yield prospective/incoming students. Manage execution of logistics for in-person and virtual events, including virtual set-up and management, contract negotiations, menu selections, Audio/Video, event staffing, etc.
- Serves as a liaison between Enrollment and other campus departments as needed.
- Develop proficiency with CRM’s and supplemental electronic recruiting platforms used by Enrollment, along with the University-wide computer operating system to maximize student recruiting potential.
- Generate reports related to recruitment, visits, and other events.
- Participate in weekly staff meetings and occasional workshops, conferences, and professional development opportunities.
- Demonstrates knowledge and expertise in all services available to students, including the admissions process, financial aid and scholarships, academic programs, athletic eligibility, campus life, etc.
- Participate in all on-campus events related to recruitment and new student days and may be needed on a Saturday morning if student ambassadors are not available.
- Attend off campus recruitment related events on an as needed basis. This includes, but is not limited to, college fairs, senior awards nights, scholarship awards, admission panel presentations, etc.
- Serves as a backup to admissions staff. This position is one that could prepare a person for a role as an admissions counselor.
- Keeps current on trends in higher education.
- Keeps current on college wide developments and new program opportunities.
- Ability to receive and distribute financial aid documents on behalf of Siena Heights University.
- Must be willing to step beyond prescribed role as needed to support the efforts of the admissions team in pursuit of its goals. Position may involve other duties within scope of office’s responsibilities as defined by supervisor.
Qualifications, Experience, Abilities and Skills Required:
Education/Certification:
- Bachelor’s degree preferred from an accredited college/university OR previous experience in a similar role.
Professional Experience:
- Must have previous work experience demonstrating ability to plan, organize, and interact effectively with students and supporters. Customer service-oriented experience will also be considered.
- Experience as a student ambassador, student tour guide, leading student activities, and/or working with diverse populations is a plus.
- Experience working with CRM systems, databases, tracking, reporting, and analyzing data.
Skills and Abilities:
- Must have strong oral and written communication and relational skills.
- Detail-oriented with strong organizational and time-management abilities.
- Must desire to work within a high-energy, high-expectation environment to successfully achieve new-student enrollment goals. The ideal candidate will be a strong advocate of and articulate spokesperson for the value of a Liberal Arts education offered within a faith-based institution.
- High technology aptitude, including a strong ability to work in multiple systems and across multiple platforms.
- Ability to adapt to changing priorities and environments.
- Ability to work independently/self-motivate, as well as work collaboratively in a team environment.
- Familiarity with higher education enrollment processes is a must.
- Passion for Siena Heights University institution’s mission, traditions, and long-term success. Consistently demonstrate the mission, vision, and values of the University.
- Desirable personal qualities include a genuine interest in people, a collaborative work style, individual drive, sense of humor, personal energy and attitude to enhance the University’s visibility and recognition, optimism, resilience, and a willingness to work until the job is completed.
- Demonstrate commitment and ability to: Provide quality customer service.
- Plan, organize, and remain accountable for actions.
- Problem-solving utilizing critical thinking skills
- Function in a confidential manner
- Collaborate with other staff.
- Reliable and dependable attendance
Physical Demands & Work Environment:
- The position will typically work conventional hours 8 a.m.-5 p.m.. However, there may be times outside of typical hours M-F, 8 a.m.-5 p.m., as well as minimal evening and weekend hours that will be required. Advance notice will be given.
- Must have a valid Driver’s License
- Must be able to tour visitors around campus when Student Ambassadors are not available.
- Sitting/standing at desk and on computer regularly.
- Ability to operate standard office equipment/technology.
- Ability to travel to locations throughout the campus regularly, regionally, and beyond on occasion.
Equal Employment Opportunity & ADA Compliance
Siena Heights University provides equal employment opportunities to all employees and applicants for employment without regard to race, color, creed, ancestry, national origin, gender, sexual orientation, marital status, religion, age, disability, gender identity, gender expression, genetic information, service in the military and all other protected classes in the State of Michigan or as provided by Federal Law. Equal employment opportunity applies to all terms and conditions of employment, including hiring, placement, promotion, termination, layoff, recall, transfer, leave of absence, compensation, and training. To ensure equal employment opportunities to qualified individuals with a disability, Siena Heights University will make reasonable accommodations for the known disability of an otherwise qualified individual, unless undue hardship on the operation of the organization would result
Job Type: Full-time
Pay: $18.75 per hour
Benefits:
- Dental insurance
- Employee assistance program
- Flexible spending account
- Health insurance
- Life insurance
- Paid time off
- Retirement plan
- Vision insurance
Ability to Relocate:
- Adrian, MI 49221: Relocate before starting work (Required)
Work Location: In person
Salary : $19