Campus Visit Coordinator

This position requires in-person work five days per week on Carlow's main campus, with occasional evening and weekend hours.

Primary Responsibilities

Individual and Group Visits

• Coordinate individual visits to campus that are personalized to prospective students' needs and interests, which may include tours, class observations, meals, and/or meetings with faculty, staff, coaches, current students, and enrollment representatives. This process includes visit request intake, follow-up conversations, appointment and room scheduling, and itinerary confirmation.
• Utilize Technolutions Slate CRM to build and monitor visit registrations and appropriate follow-up, ensuring that all survey feedback is monitored and data entry is completed in a timely fashion.
• Manage all aspects of visits for outside groups (schools, CBOs, etc.), including scheduling, planning, and follow-up.

Student Leaders

• Oversee the recruitment, selection, training, daily management, evaluation, and recognition of student ambassadors/tour guides.
• Supervise all student employees, including payroll, establishment of their work schedule, coordination of daily tasks or special projects, communication, performance reviews, and regular student staff meetings.
• Continually seek ways to foster a positive team dynamic, instill a sense of responsibility and accountability, and enhance the student employee experience through intensive training, professional development, and/or other leadership opportunities.

Events

• Plan the agenda and curricular/programmatic aspects of approximately 15 admissions-sponsored programs and events, including session and program development, speaker selection, staffing, budget management, and evaluation/assessment.
• Coordinate event logistics, which may include, but are not limited to, space reservations and facilities requests, catering, IT needs, registration/nametags, signage, volunteers, etc.
• Provide support, as appropriate, for New Student Orientations, School Counselor Visit Day, Welcome Weekend, Summer Workshops, off-campus recruitment events, and virtual events.

Operational and Administrative Support

• In conjunction with student employees, staff the reception desk, receive and route inbound telephone calls, and retrieve/manage voicemails.
• Oversee welcome center operations and coordinate daily visit logistics, including tour guide and staff assignments, refreshments, digital signage entry, escorts between appointments, visit excuse forms, visit packet inventory/assembly, swag, requests for special accommodations, etc.
• Serve as point person for campus tour requests and mascot appearances from others across the institution (e.g., prospective employees, special guests, alumni, etc.) and externally.
• Meet individually with prospective students/families on campus and present to large and small groups, as needed.

Other

• Support our CRM Slate with various tasks.
• Demonstrate and reflect an understanding of, and commitment to, the mission and core values of Carlow University and the Sisters of Mercy.
• Exhibit professional behavior at all times as a representative of the institution.
• Other duties as assigned.

Required Qualifications

• Bachelor's degree required.
• Must feel comfortable with all aspects of traditional customer service.
• Demonstrated knowledge, experience, and/or training in event planning.
• Ability to develop and maintain positive relationships with internal and external constituents.
• A high energy level, strong attention to detail, and outstanding project management skills.
• Must be able to solve problems, think, and make decisions quickly and independently in a fast-paced environment.
• Excellent oral and written communication skills.
• Strong interpersonal and customer service skills.
• Experience or ability to recruit, motivate, and supervise student staff.
• Ability to work within a team, multi-task, take initiative, and function with minimal supervision.
• Intermediate knowledge of virtual event platforms, social media, and word processing, presentation, and spreadsheet applications.
• Possession of a valid U.S. driver's license and smartphone.
• Occasional lifting of 10-20 lbs. required; must be able to stand for extended periods of time; must be able to work some evenings and weekends.
• This position is not eligible for permanent remote status.

Preferred Qualifications

• 1-3 years of prior experience preferred related to the duties specified.
• Formal or informal education in student affairs, higher education, communication, marketing, hospitality management, or other related field.
• Background in college admission, enrollment, student affairs, or school counseling (including as a campus tour guide or student employee).
• Experience with Technolutions Slate CRM.
• An understanding of and the ability to articulate the value of a Catholic liberal arts education.
• An enthusiasm for helping students and families navigate the college search process.