Event and Visit Coordinator

Job Title: Event & Visit Coordinator

Department: Admissions

Reports to: Assistant Director of Admissions- Events Visits & Orientation

Status: Full-time (1.0 FTE)

ASPP Levels: 0 Senior I Senior II

SUMMARY

This position serves on the team of Events Visits & Orientation of the Office of Admissions by designing engaging student events and visit experiences. This position is focused on 4 main objectives: outreach to prospective students to generate new visits planning and execution of campus/virtual visits group visit planning and management and assisting with programming and project management for campus events and orientation. All of these visit and events are executed with a spirit of radical hospitality for our prospective students and guests.

Event & Visit Coordinators will work collaboratively with the Admissions team to provide full wrap-around service to prospective students. This is all done in alignment with the university and department mission and vision in order to increase student enrollment.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

1. Daily outreach to targeted students using a multi-channel communication approach (phone email text social media etc.)

2. Outreach to all recent event & visit registrants to review their options and suggest schedule enhancements that provide a more robust experience.

3. Design personalized visit agendas for each student/guest and/or groups that provide a deep and wide connection with Calvin University. Develop new options for visit experiences as needed to provide guest satisfaction.

4. Serve all students/guests with the highest level of customer service.

5. Coordinate all details of guest/group visits including admissions meetings campus tours faculty meetings class visits meals coach engagements hotel accommodations and all other services needed.

6. Communicate effectively and efficiently with all students/guests providing clear and helpful information for their visits in a timely manner.

7. Organize and execute group visit experiences for schools and community organizations that provide a robust and engaging experience of Calvin.

8. Provide support in planning on-campus events that impact new student recruitment.

9. Work within Slate and other university systems to record detailed notes manage updates and changes to event registration systems and regularly use the system to track registrations attendance and adjustments.

10. Provide support answering phones and greeting guests at the front desk as needed.

11. Assist the admissions leadership team with various projects and responsibilities that enhance recruitment efforts for Calvin University.

SUPERVISORY RESPONSIBILITIES

Student employee supervision may be required as needed.

EDUCATION and/or EXPERIENCE

The position requires a bachelors degree or equivalent. The position requires one to three years of related experience.

Skill Requirements: To perform this job successfully an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge skill and/or ability required.

• HOSPITALITY- Event & Visit Coordinators must always care for students and guests with a positive helpful and generous customer service mindset.
• COMMUNICATION SKILLS- This position requires the ability to identify needs and goals through active listening explain complex details to others and share information with others in written and verbal communication methods. This position also handles confidential information.
• ORGANIZATION- A demonstrated ability to organize and communicate complex information is required.
• COMPLEXITY- This position requires the ability to solve problems and deal with a variety of variables in situations where only limited standardization exists. Instructions may be furnished in written oral diagram or schedule form.
• DECISION MAKING/JUDGEMENT- Demonstrated ability to make judgment calls aligned with the university and department mission and vision regarding event management.
• TECHNICAL SKILL- This position will require the use of a CRM database system to access forms and processes as well as perform data entry. Utilization of reports & queries for measurement and analysis is also needed.

Additional Skill Requirements:

• Ability to connect with diverse audiences with a focus on relationship building
• Ability to work evenings and weekends as needed.
• Ability to work independently without supervision

PHYSICAL DEMANDS/WORK ENVIRONMENT

The work in this position is performed within routine office conditions usually without exposure to hazardous or unpleasant conditions. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

1. Proofreading and checking documents for accuracy.

2. Using a keyboard to enter retrieve or transform data.

3. Closely observes monitoring devices for 2 hours or more at a time.

4. Lifting 40 lbs. or less.

FAITH and EDUCATIONAL COMMITMENT

1. Commitment to the educational mission of Calvin as a Christian liberal arts University affiliated with the Christian Reformed Church.

2. A commitment to the Christian faith and to the integration of faith learning and student development.

DIVERSITY COMMITMENT

Demonstrated awareness and commitment to effectively establishing relationships and positive communication across multiple dimensions of diversity including but not limited to race gender physical limitations class or religious perspectives.