Enrollment Visit and Events Assistant

Coordinates all individual campus visits and enrollment events. Answers incoming Admission phone calls, greets and assists visitors and maintains the Office of Admission lobby. A member of the admission operations team providing support to admission and marketing operations. Backup phone support and response for admission@wilmington.edu

Duties and Responsibilities:

Individual visit coordination:

• Schedules all aspects of individual visits: admission meetings, faculty meetings, coach meetings, classroom visits, ambassador tours, meals in the dining hall.
• Maintains visit scheduling platform(s) for the Office of Admission, both internal and external use.
• Provide visit information to student visitors and College staff members using printed itineraries, informational reports, and the Outlook calendar.
• Makes confirmation phone calls for both individual and program visits.
• Creates Visit and Program Day Agendas.
• Maintains visit scheduling forms through Acuity Scheduling and Salesforce.
• Keeps track of faculty and coach availability for visits.
• Provides program event support in the form of registration entry and tracking, room scheduling, printing needs
• Provides periodic reports to staff on visits and evaluations.
• Works closely with marketing on promotional needs for visits; print materials and promotional items. Provides input on visit promotion through print materials and online (website and social media).

Enrollment event assistance:

• Confirms vendor needs (food service, campus bookstore, etc.)
• Schedules rooms and locations needed for on and off-campus events.
• Creates, updates, and confirms event pre-planning and day-of checklist to ensure all aspects of the event are completed.
• Available to troubleshoot any issues that may arise on day-of the event.
• Maintains post-event follow-up and evaluation.

Admission Lobby:

• Manages admission lobby traffic.
• Maintains appearance of lobby (literature, visit folders, refreshments, seating & greeting screens)
• Backup for main College phone lines and Admission phone lines.
• Schedules rooms for department meetings as necessary.
• Performs other duties as assigned by the Manager of Marketing and Admission Operations, Associate Vice President of Enrollment, and Vice President for Enrollment Management.

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  Performance Standards:

  • Performs assigned responsibilities in an accurate, timely, and effective manner with minimal supervision and meets established timelines for special assignments.
  • Meets established timelines for special assignments.
  • Exhibits requisite skills and knowledge and an appreciation for confidentiality.
  • Makes positive contributions to effective teamwork within the work unit and with other college departments.
  • Strives for excellence in the performance of responsibilities and in meeting the needs of clients/students served.
  • Knows and observes college and departmental policies, guidelines, and procedures.
  • Knows and observes office policies and procedures.

  Qualifications:
  • High school graduation plus at least two years of related experience, or equivalent combination of education and experience.
  • Excellent organizational skills, with the ability to prioritize and flexibility to handle multiple tasks.
  • Meticulous attention to detail.
  • Good computer skills, with experience using Microsoft Office highly desirable.
  • Evidence of good typing and proofreading skills.
  • Excellent customer service and communications skills.