Administrative Coordinator, Enrollment Management

Whitworth University; United States; On-site; USD 42,000 - 58,000; Full time

Job summary

Whitworth University is seeking an Administrative Coordinator for Enrollment Management to support the Vice President and oversee reception in the Admissions Welcome Center. The role coordinates calendars, meetings, travel, and budget tasks while ensuring a welcoming environment for prospective students, families, and campus partners.

The position also manages the university's main phone line, supervises student workers, supports enrollment events, and contributes to process improvements across

Qualifications

• One to two years of administrative, customer service, hospitality, or related experience.
• Commitment to a welcoming university community and ensuring dignity and care for visitors.
• Ability to provide exceptional service and welcoming experience for others.
• A personal commitment to the Christian faith and to the integration of faith and learning.
• Associate's or bachelor's degree preferred.

Responsibilities

• Provide administrative support to the Vice President for Enrollment Management, including calendar coordination, meetings, travel, and expenses.
• Schedule and coordinate divisional meetings, events, and prepare materials and reports.
• Assist with purchasing, invoices, budget tracking, and routine administrative processes.
• Maintain organized records and handle confidential information with discretion.
• Coordinate communication across Enrollment Management and other university offices.
• Serve as primary receptionist at the Admissions Welcome Center, greet visitors, answer questions, direct to resources.

Skills

Administrative support

Customer service

Calendar management

Communication skills

Staff supervision

Education

Associate or Bachelor's degree

Tools

CRM systems

Scheduling software

Event management software

Job description

The Administrative Coordinator, Enrollment Management provides administrative support to the Vice President for Enrollment Management while serving as a key front-line ambassador for Whitworth University. As the primary administrative coordinator for the Enrollment Management office in Viren House, this role supports the daily operations of a dynamic division that serves prospective and current students. The position coordinates executive and office support functions, oversees telephone coverage and student employees, and helps create a welcoming, organized, and responsive environment for students, families, visitors, and campus partners.

Vice President & Divisional Administrative Support | 35%

• Provide administrative support to the Vice President for Enrollment Management, including calendar and appointment coordination, meeting preparation, travel arrangements, expense processing, and purchasing card reconciliation.
• Schedule and coordinate divisional meetings, retreats, events, and other activities; prepare related materials, correspondence, reports, presentations, and documents.
• Assist with purchasing, invoices, budget tracking, work orders, reimbursements, and other routine administrative processes.
• Maintain organized electronic and physical records and handle confidential or sensitive information with appropriate discretion.
• Support special projects and initiatives of the Vice President and Enrollment Management leadership team.
• Coordinate communication and information across Enrollment Management departments and with other university offices.
• Provide general administrative support that contributes to an organized, responsive, and welcoming Enrollment Management office.

Admissions Welcome Center & Visitor Experience | 25%

• Serve as the primary receptionist in the Admissions Welcome Center, warmly and professionally greeting prospective students, families, campus guests, and other visitors.
• Welcome and check in guests, answer questions, provide directions, and connect visitors with appropriate staff and resources.
• Partner with the Prospective Student Engagement and Campus Events team to support daily visits, major campus visit programs, and other prospective student activities.
• Ensure the Welcome Center and associated visitor spaces are organized, professional, and prepared for guests, including coordinating materials, signage, room preparation, and other visit logistics.
• Develop and maintain knowledge of Whitworth's academic programs, admissions processes, campus resources, and visit opportunities to assist visitors effectively.
• Anticipate and respond to visitor needs and changing circumstances with flexibility, sound judgment, and a service-oriented approach.
• Represent Whitworth's mission and values through interactions that help visitors feel known, valued, and welcomed.

University Phone & Front-Line Service Coordination | 20%

• Coordinate the university's main telephone line, providing friendly and accurate assistance and directing inquiries to the appropriate office or individual.
• Maintain working knowledge of university departments, programs, services, events, and resources, along with current directories and procedures needed to route inquiries accurately.
• Recruit, train, schedule, and supervise student employees who provide telephone coverage; establish service expectations and provide ongoing coaching, feedback, and support.
• Ensure appropriate coverage during university business hours, including busy periods, student breaks, and schedule changes.
• Monitor service quality and recommend improvements to the caller experience and university responsiveness.
• Serve as a helpful first point of contact for prospective students, families, current students, employees, alumni, and community members.

Enrollment Management Operations & Program Support | 15%

• Provide administrative and project support across the Enrollment Management Division, including Undergraduate Admissions, Enrollment Operations, Prospective Student Engagement and Campus Events, Student Financial Services, Graduate Enrollment Services, and Military & Veteran Resources and Outreach.
• Support divisional events, programs, meetings, special projects, and periods of significant enrollment activity or major university events.
• Assist with data entry, information management, mailings, communications, purchasing, supplies, facilities requests, and other operational activities using university systems, including the customer relationship management system.
• Identify opportunities to improve administrative processes, service, and efficiency within the division.

Other Responsibilities | 5%

• Participate in Enrollment Management and university meetings, activities, and professional development as appropriate.
• Support university and Enrollment Management events that may occasionally require evening or weekend participation.
• Perform other related duties and special projects as assigned.

• Whitworth considers candidates with a wide range of educational backgrounds. We value the skills and knowledge candidates bring to Whitworth, regardless of the paths they have taken to acquire them.
• One to two years of administrative, customer service, hospitality, office, or related experience; an equivalent combination of education and experience will be considered.
• Commitment to a welcoming university community in which students, families, colleagues, and visitors are treated with dignity, respect, and care.
• Demonstrated commitment to exceptional service and creating a welcoming experience for others.
• A personal commitment to the Christian faith and to the integration of faith and learning.
• Commitment to the educational mission of Whitworth University as a comprehensive Christian liberal arts university affiliated with the Presbyterian Church.

Core Competencies

• Strong interpersonal, written, verbal, and professional telephone communication skills, with the ability to interact effectively with prospective students, families, employees, and members of the public.
• Strong organizational skills, attention to detail, and ability to manage multiple priorities and remain effective amid frequent interruptions.
• Sound judgment, discretion, and professionalism when handling confidential or sensitive information.
• Demonstrated ability to collaborate with a wide variety of people and university departments.
• Ability to recruit, train, schedule, supervise, and provide direction to student employees.
• Proficiency with Microsoft 365 and willingness and ability to learn new technology and university systems.
• Ability to take initiative, anticipate needs, solve routine problems independently, and recognize when issues should be elevated.
• Willingness and ability to learn about Whitworth University, including its academic programs, services, organizational structure, and resources, to assist visitors and callers effectively.

Preferred Qualifications

• Associate's or bachelor's degree.
• Experience in higher education, admissions, hospitality, customer service, reception, or an executive or administrative office environment.
• Experience supervising or providing direction to student or part-time employees.
• Experience with CRM, scheduling, event management, or similar systems.

Schedule

Full-time (1.0 FTE) | 12 months | 40 hours per week
Whitworth office hours are 8 a.m. to 4:30 p.m., Monday through Friday. Occasional evening or weekend work may be required in support of university or enrollment events.
Whitworth University is a Christian liberal arts university. Our shared mission is to provide our diverse students with an education of mind and heart, equipping them to honor God, follow Christ, and serve humanity. We seek candidates who are willing to engage with the university's mission and integrate their Christian faith into their work.
Interested candidates should submit a cover letter, resume, faith statement, and contact information for at least three professional references. A background check and sexual misconduct check will be required of the successful candidate.

Applicants must be legally authorized to work in the United States at the time of hire and maintain valid work authorization throughout the duration of employment, including those on OPT. Whitworth University does not offer visa sponsorship for this position.