Campus Visit Coordinator
Admission

Description

JOB SUMMARY: The Campus Visit Coordinator ensures that prospective students and other guests have an extraordinary visit experience, serving as the 'chief hospitality officer' for the Admission Office. This position coordinates all aspects of daily campus visits by receiving requests, making appointments, arranging schedules, and facilitating each component of the visit. Each day, they interact with a wide range of people, including prospective students, parents, tour guides, staff, campus leaders, faculty, coaches, community members, alumni, and others. Overseeing our office's Welcome Desk, general phone, and general email inbox, the Campus Visit Coordinator often creates the first and last impression of Gustavus for potential future Gusties.

Employment Type: Full-time (1.0 FTE preferred, .92 FTE minimum), Benefits-Eligible, Non-Exempt (Hourly)

Pay Rate: $20-25 per hour

MAIN RESPONSIBILITIES:

Planning Campus Visits

• Receive visit requests and respond to questions about our visit options, helping prospective visitors create a personalized experience.
• Serve the liaison between visitors and Gustavus community members.
• Maintain the office visit calendar, making appointments and communicating with all participants.
• Vet class offerings to develop a list of appropriate options for visitors.
• Establish rapport with faculty willing to visit with prospective students.
• Collaborate with coaches to coordinate all components of an athletic recruit's visit to Gustavus.
• Communicate with conductors and directors to coordinate visits to rehearsals and performances.

Arranging Overnight Visits

• Develop meaningful itineraries for overnight visitor's stay
• Maintain Title IX compliance on all forms and waivers used for Overnights
• Communicate with both prospective students and their parents on details of the overnight visit
• Responsible for all fiscal details of travel payments, reimbursements, and tracking
• Serve as staff person on-call over two nights while visitor is on campus
• Responsible for airport transportation if shuttle service fails

Hosting Visitors

• Warmly greet visitors to the Admission Office, notify counselors of their arrival, chat with visitors, and ensure they are well cared for while on campus.
• Prepare welcome slides for digital sign and reserved parking signs for daily visitors.
• Coordinate logistics of escorting visitors to appointments and class visits.
• Keep the lobby and refreshment areas clean, stocked and inviting.

Scheduling Student Employees

• Schedule our tour guides ('Gustie Guides') each term, depending on their class schedules while ensuring coverage for our campus visit program
• Assign tour guides to daily tours
• Manage day-to-day tour guide schedule changes
• Manage clocking in/out and timesheet approval
• Supervise daily activity of Gustie Guides, providing projects when they are not touring
• Serve as a friendly and caring adult, mentor, and supervisor, giving guidance and implementing discipline policy when warranted

Providing Administrative Support

• Answer incoming calls and provide general customer service for Admission and the College
• Pick up, sort, and distribute office mail
• Coordinate outgoing mail assembly, for smaller projects not handled by the Mailroom
• Maintain the Admission Office email account (admission@gustavus.edu), sorting requests and forwarding to other staff for responses
• Process requests for information and branded gear
• Manage the ordering of and maintenance of office supplies
• Create and submit requests for maintenance, facilities, and technical assistance issues as needed
• Manage the tracking and payment of all invoices for the office
• Reconcile monthly budget entries

Managing Data

• Utilize the office's CRM to manage Gustie Guides and other volunteers
• Maintain accurate records of interactions with prospective students using the college's CRM system.
• Generate reports and analyze data to assess recruitment strategies' effectiveness and identify areas for improvement.

Prerequisites

MINIMUM QUALIFICATIONS

• Prior experience in administrative roles, preferably in an educational setting or Admission Office, with a focus on coordinating tasks, supervising students, and/or managing schedules.
• Excellent written and verbal communication skills to interact with prospective students, families, student employees, and other staff members effectively.
• Strong organizational skills to manage tour schedules, guide assignments, and office logistics efficiently.
• A customer-centric approach to ensure a positive experience for prospective students during campus visits.
• Capacity to handle unexpected situations during tours or in the office and resolve issues promptly and effectively.
• Detail-oriented to ensure accuracy in tour information and administrative tasks. Strong time management, attention to detail, and proven organizational skills
• Comfortable using various office software, databases, and scheduling tools to manage administrative tasks efficiently.
• Openness and willingness to seek out opportunities, connections, and feedback.
• Ability to adapt to changing circumstances, varying tour demands, and evolving office needs.
• Collaborative attitude to work effectively with the admissions team and other departments as needed.
• Ability to work independently with professionalism.
• Experience in coordinating events or tours, managing logistics, and/or ensuring a smooth operation.
• Commitment to cultural competency and an inclusive mindset.
• Understanding of admissions processes and familiarity with the college/university's offerings, values, and mission.
• Understanding the needs and expectations of prospective students and their families to tailor tour experiences accordingly.
• Google Suite experience
• Slate CRM experience

Working Environment

• 100% in person (on campus).
• Some evening/weekend work required for special events or crises.

How to apply: Visit https://gustavus.edu/jobs/ and complete the online application and submit a resume.

Gustavus offers competitive and comprehensive benefits which include:

• Medical insurance (which includes access to Nice Healthcare) as well as dental, vision, and life insurance
• Workplace accommodations for physical or mental health concerns
• Onsite health services
• Free parking, exercise classes, and use of library and athletic facilities
• Paid parental leave
• Employer contribution to retirement savings plan (after one year of employment)
• Tuition scholarships for dependents
• Tuition benefit plan for employees and spouse
• 13 paid Holidays + generous PTO plan

Gustavus Adolphus College does not discriminate on the basis of race, color, national origin, ancestry, sex, disability, religion, age, sexual orientation, gender identity, or veteran status in its education or employment programs or activities.

Gustavus Adolphus College is one of the nation's leading private liberal arts colleges serving approximately 2,000 students. The College aspires to be a community of persons from diverse backgrounds who respect and affirm the dignity of all people. Known for its strong science, writing, music, athletics, study-away, and service-learning programs, Gustavus is located on a scenic 340-acre hill in St. Peter, Minnesota only one hour southwest of the Twin Cities.


Contact

David Kogler | dkogler@gustavus.edu | 507-933-7535


Posted: Tue Apr 15, 2025

To apply, visit https://gustavus.edu/employment/job/2300







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