Admissions Hospitality Assistant - part time

Admissions Hospitality Assistant - part time

Below you will find the details for the position including any special instructions, supplementary documentation and questions you should review before applying for the opening. To apply for the position, please click the Apply for this Job link.

Position Details

Classification Details

FLSA Status: Non-Exempt

Position Information

Position Title: Admissions Hospitality Assistant - part time
Position Type: Staff
Employee Group: Staff
Time Status: Part-Time
Time Category: Part Time (1000-1559 hours)
Annual Hours: 1040
# of Months: 12
Hours Per Week: 20 (Mon.-Fri. from 1pm - 5pm)
Work Dates: July 1 – June 30
Campus: Main Campus (Grantham)

Position Description

Position Summary

The Admissions Hospitality Assistant plays a vital role in creating a warm and engaging experience for prospective students and their families. This position is responsible for coordinating campus visits and events, providing front-desk support, and managing key administrative tasks to ensure smooth daily operations. With a focus on hospitality and customer service, the Admissions Hospitality Assistant fosters a welcoming environment while supporting the broader goals of the Office of Undergraduate Admissions. This role requires strong organizational skills, attention to detail, and the ability to thrive in a fast-paced, dynamic setting.

Education Required: High school diploma.

Education Preferred: Associate’s or Bachelor’s degree in hospitality management, business administration, communications, or a related field.

Experience Required:

• At least one year of experience in customer service, hospitality, administrative support, or event coordination.
• Experience handling front-desk responsibilities, answering phones, and managing schedules.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, Teams) and ability to learn new software quickly.

Experience Preferred:

• Two or more years of experience in an admissions office, higher education setting, or hospitality/customer service role.
• Experience coordinating campus visits, events, or scheduling appointments in a professional setting.
• Familiarity with CRM systems, database management, and event scheduling software.
• Experience supervising or training student workers or part-time staff.
• Bilingual in English and Spanish.

Skills, Characteristics Required For Position:

Hospitality & Customer Service

• Strong interpersonal skills with the ability to create a welcoming and professional environment.
• Excellent verbal and written communication skills for empathetic engagement with prospective students, families, and campus partners.
• Ability to handle visitor inquiries with professionalism, accuracy, and enthusiasm.
• High level of cultural competency and ability to engage with diverse populations.
• Friendly and approachable demeanor with a commitment to exceptional customer service.

Organizational & Administrative

• Exceptional attention to detail and ability to manage multiple tasks simultaneously.
• Strong organizational and time-management skills to coordinate visits, events, and office operations efficiently.
• Ability to maintain accurate records and documentation related to scheduling, mail processing, and administrative tasks.
• Proficiency in proofreading and editing outward-facing materials to ensure professionalism and accuracy.

Event & Visit Coordination

• Experience in project planning, logistics, and execution.
• Ability to coordinate multiple schedules and appointments for campus visits, scholarship event days, and group visits.
• Strong problem-solving skills to anticipate and address logistical challenges.
• Ability to communicate effectively across departments and with diverse constituencies.

Technical & Digital Proficiency

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, Teams).
• Familiarity with CRM systems, database management, and event scheduling software (or ability to learn quickly).
• Ability to update and maintain web content related to visit and event programs.

Teamwork & Leadership

• Strong collaboration skills to work effectively with Admissions staff, student workers, and campus partners.
• Ability to train, manage, and delegate tasks to student workers supporting visit operations.
• Flexibility and adaptability to support a dynamic and fast-paced office environment.
• Proactive problem-solving mindset, with the ability to take initiative and improve office processes.

Professionalism & Reliability

• Dependability and punctuality, ensuring consistent office operations and visitor experience.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Commitment to upholding institutional values and representing the university positively.
• Strong work ethic and willingness to go above and beyond to support Admissions goals.

Special Working Conditions: Some UPS packages may require light lifting of boxed materials (20 lbs.).

Driving Requirements: N/A

Duties:

Essential Employee N/A Primary Duties

• Hospitality & Front Desk Management
• Serve as a point of contact for visitors, ensuring a warm, professional, and engaging experience.
• Manage and maintain a high-quality guest reception area, ensuring it is clean, organized, and stocked with up-to-date informational materials and refreshments.
• Efficiently handle incoming phone calls and inquiries, providing accurate information, routing calls appropriately, and serving as an initial touchpoint for prospective students and families.
• Oversee and coordinate daily mail processing and supply orders, ensuring timely distribution and efficient office operations.
• Campus Visits & Event Support
• Assist in scheduling, coordinating, and tracking prospective student visits.
• Provide administrative and logistical support for all visits and events.
• Manage the scheduling and coordination of all specialty appointments for eight scholarship event days, ensuring seamless communication and collaboration with the Director of Admissions Hospitality, Assistant Director of Admissions, Events, and designated scholarship liaisons.
• Oversee campus partner appointment scheduling for visit and event days.
• Review, proofread, and refine outward-facing materials related to visits and events, ensuring consistency, professionalism, and alignment with institutional branding.
• Assist with managing student worker office assignments and delegating tasks effectively as related to visit operations and preparations for events.
• Assist in group visit planning and maintain group visit documentation.
• Admissions Office Administration
• Maintain and manage the master daily schedule for Admissions team members, proactively scheduling appointments, tracking out-of-office and recruitment travel schedules, and ensuring optimal office coverage.
• Monitor office equipment and supply needs, placing orders as necessary.
• Provide high-level administrative support to the Admissions and Enrollment Technology, and Communications teams, assisting with data entry, project coordination, and special initiatives.
• Maintain consistent and reliable attendance, acting as critical support for front-office operations.
• Other Administrative & Operational Support
• Assist the Executive Assistant for Enrollment Management with VISA approvals (specifically during fall travel) and other administrative tasks.
• Maintain and reorder staff business cards as needed.
• Manage room reservations for Enrollment Management staff and events, serving as the primary contact for PAWC 310 room requests and maintaining an organized scheduling system.

Secondary Duties

• Assist the Executive Assistant for Enrollment Management with VISA approvals (specifically during fall travel) and other administrative tasks.
• Maintain and reorder staff business cards as needed.
• Manage room reservations for Enrollment Management staff and events, serving as the primary contact for PAWC 310 room requests and maintaining an organized scheduling system.

Supervises: # of Administrative 0
Supervises: # of Staff 0
Supervises: # of Student 0

Posting Date: 04/08/2025
Open Until Filled: Yes
Application Deadline: Diversity

Messiah University’s commitment to diversity and inclusive excellence draws inspiration from its mission “to educate men and women toward maturity of intellect, character and Christian faith in preparation for lives of service, leadership and reconciliation in church and society.” The university has pursued this vision through a strategic planning process that encourages diversity through employee and student composition, campus climate, and an educational program that seeks to equip and enable educators and students to embrace diversity. Candidates should clearly articulate why diversity and inclusive excellence matter to them as persons of faith as well as in their profession. Candidates will speak to how as a potential employee, they will contribute to the advancement of this vision through their teaching-learning, research, institutional service, and public engagement.

Posting Specific Questions: Required fields are indicated with an asterisk (*).

Applicant Documents

Required Documents:

• Cover Letter/Letter of Interest
• Resume

Optional Documents:

Human Resources: One University Avenue Suite 3015 Mechanicsburg PA 17055; 717-796-5300
Student Employment: One University Avenue Suite 3015 Mechanicsburg PA 17055; 717-796-1800 x.2900