ENROLLMENT SERVICES - Student Visit Coordinator

Job Classification

  Hourly Full-time (35-40)

Position summary

Coordinates and supervises student workers who function as customer service representatives and receptionists for the office of enrollment management by handling telecommunications, interpersonal communication skills, providing a moderate level of office visitor control, and general office duties. Works with the Student Visit Director for coordinating communication and arranging for visits (individuals, special groups, and events) to Andrews University by prospective students, their families, and school representatives. 

Qualifications summary

GENERAL QUALIFICATIONS and SKILLS

• Exemplifies a Seventh-day Adventist Christian lifestyle


• Outstanding communication skills


• Ability to multitask and make appropriate decisions


• Genuine love and commitment for Andrews University


• Self-confidence and a positive attitude


• Enjoys working with people individually and with groups


• Ability to focus and learn quickly


• Computer skills in Microsoft office systems, Banner/Recruit, website and social media


• Attributes of a skilled team player


• Professionalism in dress and behavior


• Customer service minded

Must be a Seventh-day Adventist in good and regular standing.

Duties and responsibilities

Student Visits Coordinator:

• Serves under the Student Visit Director


• Manages the visit@andrews.edu inbox for visit requests by ensuring that students workers complete the request processing


• Oversees the arrangement of on-campus appointments for prospective students for:

• Campus tours


• Financial aid


• Academic departments


• Enrollment Coordinators


• Residence Halls


• Accommodations for the visit

(including ongoing connections with each of the above components for establishing general visit protocols in each area)

• Oversees Recruit submissions and ensures that guest arrangements are made.This includes setting up an annual set of classes with faculty within each academic department as usual options for appointments during campus visits.


• Manages the Student Visit office in the absence of the Student Visit Director


• Helps coordinate and execute University Preview events by communicating and scheduling appointments with:

• Academic departments


• Residence halls,


• Student Financial Services(This includes weekend and occasional evening work particularly for the October, March, and April and summer general Previews, the November LUC Junior Preview, Acrofest, Newmyer Classic and other general groups that request special visit arrangements.)

• Supervise students to maintain appropriate records for tracking visit numbers / statistics


• Manages and updates day to day operations of the Green Book


• Manages written communication (thank you cards and emails) to guests


• Occasionally conducts campus tours for individuals and group visits when student workers or ambassadors are not available

• Helps plan for and conduct student Ambassador training and gatherings including:

• Preparation of the Ambassador training handbook


• Recruiting of new Ambassador at fall orientation event and elsewhere


• Coordinating the purchase of name badges and assisting with the distribution of Enrollment brand clothing to Ambassadors


• Providing documentation of service credit for Ambassadors

• Addresses and makes decisions to meet all personal needs of guests

Supervisory responsibilities

Supervision of Student Receptionists / Data Entry / Visit request processing for:

• Greeting all campus visitors and makes them feel welcome


• Delivering folders to the residence halls for overnight guests


• Managing incoming requests and questions - Handling and resolving requests and complaints directly by providing information and services or by connecting customers to appropriate personnel and /or relaying messages for customers


• Visitor Control: Moderate level of office traffic control waiting room decorum


• Coordinates student workers in the following functions:

• Mail collection, sorting, and dispersal


• Relaying messages to the office team


• Recruiters’ Calendar Maintenance, including assignment of meetings with prospective students


• Coordinating the signing of cards for Enrollment Management staff and student worker and ensures that birthdays, graduations, or other special event are recognized and celebrated


• Maintaining a clean and tidy work space in both the student and front desk area due to the location


• Maintaining the refreshment center in the lobby for the Enrollment


• Maintaining a clean working space in the Enrollment Conference Room

• Other:

• Maintaining the handout materials in the Enrollment Management lobby


• Maintain connection with Student Financial Services at beginning and ending of Fall and Spring semesters to prepare for increased student flow


• Managing the following processes for events and general visits:

            - communication including following emails and surveys

            - giveaways

            - signage

            - service tables

• Implementing EM policies and procedures as they relate to Student Visits in particular and EM staff and students in general.

Qualifications

REQUIRED SKILLS

Leadership skills, planning and organization skills, needs to be detail oriented, have excellent customer service philosophy, posses excellent interpersonal skills, must be a self starter and motivator, be a visionary, and provide creative input.

EDUCATION and/or EXPERIENCE

Baccalaureate degree or equivalent combination of education and experience.  In the absence of a four-year degree, a person with less education but who has management experience and an exemplary work history that include demonstrated skills applicable to the job description may be considered

LANGUAGE SKILLS

Excellent communication skills with mastery of the spoken and written English language. Able to read, write, analyze and interpret general questions, professional journals, technical procedures, or governmental regulations. Able to write reports, business correspondence, and procedure manuals. Able to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.

MATHEMATICAL SKILLS

Able to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Able to apply concepts of basic algebra and geometry.

REASONING ABILITY

Excellent critical thinking and decision-making abilities. Able to solve practical problems and deal with a variety of concrete variables in situations where limited standardization exists. Able to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

CERTIFICATES, LICENSES, REGISTRATIONS: Must possess valid driver's license (for a minimum of three years in order to use university vehicles to transport other individuals) and be willing to travel and use personal car when necessary.  Must carry the required insurance levels on their personal vehicles.


Must be a Seventh-day Adventist in good and regular standing.

Technical competencies

Must have computer skills with the ability to ability to work with databases and spreadsheets use printer, FAX and copier machine and also have, or be able to easily develop, a good understanding of Banner/preVue, major software suites (Microsoft), website and social media usage. Able to use effectively and efficiently the basic Microsoft suite as well as able to quickly learn and use the CRM - Recruit and relative interactions within Banner.  Able to communicate effectively and professionally by phone and email.

Interpersonal interactions

Leadership skills, planning and organization skills, needs to be detail oriented, have excellent customer service philosophy, posses excellent interpersonal skills, must be a self starter and motivator, be a visionary, and provide creative input.

Physical demands

A successful individual will be able to meet the physical demands described here to perform the essential functions of this job. Must be able to lift 30 pounds independently. Reasonable accommodations may be made to enable individuals with disabilities to perform the essentials functions. This job requires the employee to:

- sit for periods of a few hours at a time

- use hands with freedom

- reach out with hands and arms

- stand and walk

Work environment

Professional academic office, primarily indoors, with open space and multiple staff.  However events and care for visitors often require work outside the office space. The work environment characteristics described here represent what an employee will encounter while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.  The noise level in the work environment is usually moderate, and the responsibilities connected with this task included frequent interruptions.