Campus Visit Coordinator

Carlow University; Pittsburgh (Allegheny County); On-site; USD 40,000 - 60,000; Full time

Benefits offered by this job

Healthcare benefits

Tuition benefits

Fitness center access

Employee assistance program

Job summary

Carlow University is seeking a Campus Visit Coordinator to lead enrollment events and campus visit experiences on the main campus in Pittsburgh. You will coordinate individual and group visits, oversee student staff, and support the Welcome Center while collaborating with the Admissions team.

The role requires in-person work five days a week with occasional evenings and weekends, and a Bachelor's degree is required. Prior event planning and strong customer service are essential.

Qualifications

• Bachelor's degree is required.
• Strong customer service skills in a fast-paced environment.
• Experience in event planning preferred.
• Ability to build positive internal and external relationships.
• Excellent communication and project management abilities.
• Valid U.S. driver's license may be required.

Responsibilities

• Coordinate individual and group campus visits, including tours, class observations, meals, and meetings with faculty and staff.
• Oversee student leaders: recruitment, training, supervision, and evaluation of ambassadors/tour guides.
• Plan and manage ~15 admissions-sponsored programs, including staffing, budgeting, and assessment.
• Staff reception, manage the welcome center, and coordinate daily visit logistics and guest services.
• Support CRM Slate tasks and align events with the Office of Admissions’ mission and values.

Skills

Customer service

Event planning

Relationship building

Slate CRM

Education

Bachelor's degree

Tools

Slate CRM

Microsoft Office

Job description

Carlow University is now accepting applications for our Campus Visit Coordinator role. The Coordinator of Enrollment Events & Campus Visit Experiences provides leadership for the campus visits and events planned or supported by the Office of Admissions. This role manages the logistical and programmatic aspects of on-campus enrollment events, coordinates all individual and group visits to campus, oversees welcome center operations, and supervises student staff. The incumbent is responsible for providing a hospitable environment and experience for prospective undergraduate and graduate students and their guests, collaborating within the admissions team and across the University to ensure the success of these experiences.

This position requires in-person work five days per week on Carlow's main campus, with occasional evening and weekend hours.

Primary Responsibilities

Individual and Group Visits

• Coordinate individual visits to campus that are personalized to prospective students' needs and interests, which may include tours, class observations, meals, and/or meetings with faculty, staff, coaches, current students, and enrollment representatives. This process includes visit request intake, follow-up conversations, appointment and room scheduling, and itinerary confirmation.
• Utilize Technolutions Slate CRM to build and monitor visit registrations and appropriate follow-up, ensuring that all survey feedback is monitored and data entry is completed in a timely fashion.
• Manage all aspects of visits for outside groups (schools, CBOs, etc.), including scheduling, planning, and follow-up.

Student Leaders

• Oversee the recruitment, selection, training, daily management, evaluation, and recognition of student ambassadors/tour guides.
• Supervise all student employees, including payroll, establishment of their work schedule, coordination of daily tasks or special projects, communication, performance reviews, and regular student staff meetings.
• Continually seek ways to foster a positive team dynamic, instill a sense of responsibility and accountability, and enhance the student employee experience through intensive training, professional development, and/or other leadership opportunities.

Events

• Plan the agenda and curricular/programmatic aspects of approximately 15 admissions-sponsored programs and events, including session and program development, speaker selection, staffing, budget management, and evaluation/assessment.
• Coordinate event logistics, which may include, but are not limited to, space reservations and facilities requests, catering, IT needs, registration/nametags, signage, volunteers, etc.
• Provide support, as appropriate, for New Student Orientations, School Counselor Visit Day, Welcome Weekend, Summer Workshops, off-campus recruitment events, and virtual events.

Operational and Administrative Support

• In conjunction with student employees, staff the reception desk, receive and route inbound telephone calls, and retrieve/manage voicemails.
• Oversee welcome center operations and coordinate daily visit logistics, including tour guide and staff assignments, refreshments, digital signage entry, escorts between appointments, visit excuse forms, visit packet inventory/assembly, swag, requests for special accommodations, etc.
• Serve as point person for campus tour requests and mascot appearances from others across the institution (e.g., prospective employees, special guests, alumni, etc.) and externally.
• Meet individually with prospective students/families on campus and present to large and small groups, as needed.

Other

• Support our CRM Slate with various tasks.
• Demonstrate and reflect an understanding of, and commitment to, the mission and core values of Carlow University and the Sisters of Mercy.
• Exhibit professional behavior at all times as a representative of the institution.
• Other duties as assigned.

Required Qualifications

• Bachelor's degree required.
• Must feel comfortable with all aspects of traditional customer service.
• Demonstrated knowledge, experience, and/or training in event planning.
• Ability to develop and maintain positive relationships with internal and external constituents.
• A high energy level, strong attention to detail, and outstanding project management skills.
• Must be able to solve problems, think, and make decisions quickly and independently in a fast-paced environment.
• Excellent oral and written communication skills.
• Strong interpersonal and customer service skills.
• Experience or ability to recruit, motivate, and supervise student staff.
• Ability to work within a team, multi-task, take initiative, and function with minimal supervision.
• Intermediate knowledge of virtual event platforms, social media, and word processing, presentation, and spreadsheet applications.
• Possession of a valid U.S. driver's license and smartphone.
• Occasional lifting of 10-20 lbs. required; must be able to stand for extended periods of time; must be able to work some evenings and weekends.
• This position is not eligible for permanent remote status.

Preferred Qualifications

• 1-3 years of prior experience preferred related to the duties specified.
• Formal or informal education in student affairs, higher education, communication, marketing, hospitality management, or other related field.
• Background in college admission, enrollment, student affairs, or school counseling (including as a campus tour guide or student employee).
• Experience with Technolutions Slate CRM.
• An understanding of and the ability to articulate the value of a Catholic liberal arts education.
• An enthusiasm for helping students and families navigate the college search process.

Carlow University is Devoted to....

• A culture of integrity, dignity and respect for all
• A strong commitment to social justice
• Ethical forward-thinking leadership
• Comprehensive medical, dental, vision, life & disability benefits package
• Tuition benefits for undergraduate and graduate programs
• Health Savings Account and Flexible Spending Account options
• Wellness and Employee Assistance Program
• Complimentary use of Carlow’s fitness center and amenities

Carlow University is a comprehensive Catholic University situated in a culturally rich and diverse urban setting of Pittsburgh, Pennsylvania. Founded in 1929 by the Sisters of Mercy, an international community of Roman Catholic women with a mission to serve the poor, the sick, and the uneducated. Carlow is an institution grounded in the liberal arts while also offering strong professional programs, committed to engaging its community in a process of life-long learning, scholarship, research, and service. Degrees are offered at the baccalaureate, master's, and doctoral levels. Carlow University aims to provide transformational educational opportunities rooted in social justice for a community of learners, and to empower them to excel in their chosen work as compassionate, responsible leaders in the creation of a just and merciful world. Carlow University employees commit themselves to the highest standards of ethical conduct. They commit to act with integrity, treat others with respect and dignity, carefully steward the University's resources, avoid conflicts of interest or commitment, maintain confidentiality, and to comply with legal and professional obligations.