Admissions Experience Coordinator

Saint Xavier University; Chicago (IL); On-site; USD 17,000 - 22,000; Full time

Job summary

Saint Xavier University is seeking a Student Operations Assistant to serve as the welcoming first point of contact for prospective students, families, and visitors to the Office of Admission. The role provides front desk support, helps with campus visit experiences, and supports admission events and daily operations with excellent customer service.

The position emphasizes communication, organization, and teamwork in a fast‑paced office.

Qualifications

• Must be a Saint Xavier University student in good academic standing.
• Strong communication and interpersonal skills.
• Friendly, professional, and customer service‑oriented.
• Excellent organizational skills and attention to detail.
• Ability to multitask and work independently in a fast‑paced office environment.
• Basic computer proficiency; experience with Microsoft Office is preferred.

Responsibilities

• Welcome and check in prospective students, families, and other visitors to the Office of Admission; confirm the purpose of the visit and notify the appropriate staff member of the guest's arrival.
• Prepare and provide admission visit materials, including visit folders and IQ cards, ensuring that materials are complete, accurate, and ready before scheduled appointments.
• Set up and monitor admission presentation videos and related equipment for campus visitors; report technical issues to staff and help keep the presentation area ready for use.
• Provide basic hospitality to visiting guests, including offering water or other available refreshments and maintaining a welcoming, organized reception and waiting area.
• Make reminder calls to registered visitors using approved information and talking points; confirm visit details, document relevant updates, and direct questions that require staff assistance.
• Create visitor parking signs and digital carousel signage for scheduled campus visits, verifying names, dates, times, and other visit information before display.
• Answer and direct incoming telephone calls in a professional and courteous manner; provide approved general information, take accurate messages, and route callers to the appropriate office or staff member.
• Assist walk-in visitors by providing directions to campus offices, contacting Admission Counselors when appropriate, and escalating questions or situations outside the scope of the student role.
• Monitor, count, organize, and replenish office, visit, mailing, and event supplies; update inventory information when requested and alert staff when materials are low, missing, or damaged.
• Support the planning and execution of Fall and Spring Open Houses and other recruitment programs by preparing materials, assembling supplies, setting up spaces, checking in guests, providing directions, assisting attendees, and completing assigned event‑day responsibilities.
• Complete pre‑event and post‑event tasks, which may include preparing registration materials, organizing name tags or folders, distributing materials, restoring spaces, reconciling unused supplies, and assisting with follow‑up activities.
• Assist with special admission projects, including clerical or logistical support for admission marketing and social media initiatives, under the direction and review of Admission staff.
• Complete campus tour‑guide cross‑training and provide or assist with campus tours as needed, using approved tour content, sharing an appropriate student perspective, and referring questions beyond the student's knowledge to Admission staff.
• Prepare and distribute admission mailings and recruitment materials by printing, labeling, assembling, quality‑checking, sorting, and preparing items for postal or campus delivery.
• Perform assigned data entry and record‑maintenance tasks in Slate CRM, following documented procedures and reviewing entries for accuracy and completeness; report missing, unclear, or conflicting information to a supervisor.
• Protect applicant, student, and University information by following FERPA, departmental confidentiality practices, technology‑security expectations, and all applicable University policies.
• Perform other related duties as assigned in support of the Office of Admission and consistent with the scope of a student employment position.

Skills

Communication

Critical Thinking

Professionalism

Technology

Job description

Saint Xavier University is seeking a Student Operations Assistant to serve as the welcoming first point of contact for prospective students, families, and visitors to the Office of Admission. The role provides front desk support, helps with campus visit experiences, and supports admission events and daily operations with excellent customer service.

The position emphasizes communication, organization, and teamwork in a fast‑paced office.