Campus Visit Coordinator

Gustavus Adolphus College; Saint Peter (MN); On-site; USD 42,000 - 54,000; Full time

Benefits offered by this job

Medical insurance

Tuition benefit

Paid parental leave

Free parking

Job summary

Gustavus Adolphus College in Saint Peter, Minnesota is seeking a Campus Visit Coordinator to ensure prospective students and guests have an exceptional visit experience. You will manage visit requests, schedule tours, coordinate athletic recruit visits, and serve as the first point of contact in the Admission Office.

You will supervise Gustie Guides, greet visitors, prepare materials, maintain the Welcome Desk, and collaborate with faculty, coaches, and staff to create personalized campus visit

Qualifications

• Experience in administrative roles in an educational setting or admissions office.
• Excellent written and verbal communication with diverse audiences.
• Strong organizational skills to manage tours and office logistics.
• Customer-centric approach ensuring positive campus visit experiences.
• Ability to adapt to changing schedules and events; proactive problem-solving.
• Collaborative mindset; able to work with admissions and other departments.
• Capable of independent work and supervising student staff.
• Experience coordinating events or campus tours; logistics management.
• Understanding admissions processes and Gustavus programs and offerings.

Responsibilities

• Receive visit requests and respond to questions about visit options to create personalized experiences.
• Serve as liaison between visitors and Gustavus community members.
• Maintain office visit calendar, arrange appointments, and communicate with participants.
• Vet class offerings to develop appropriate visit options for students.
• Collaborate with coaches to coordinate athletic recruit visits and rehearsals.
• Coordinate overnight visits with itineraries and travel details.
• Greet visitors, prepare welcome materials, and escort to appointments and classes.
• Schedule Gustie Guides, assign tours, and supervise student staff.

Skills

Administrative experience

Excellent communication

Strong organizational skills

Customer-centric approach

Time management & attention to detail

Adaptability

Collaborative teamwork

Independent work

Event/tour coordination

Admissions knowledge

Education

Tools

Slate CRM

Microsoft Office

Job description

JOB SUMMARY:

The Campus Visit Coordinator ensures that prospective students and other guests have an extraordinary visit experience, serving as the “chief hospitality officer” for the Admission Office – often creating the first and last impression of Gustavus for potential future Gusties. The Campus Visit Coordinator coordinates all aspects of daily campus visits by receiving requests, making appointments, arranging schedules, and facilitating each component of the visit. Each day, they interact with a wide range of people, including prospective students, parents, tour guides, staff, campus leaders, faculty, coaches, community members, alumni, and others. The Campus Visit Coordinator provides essential administrative support, managing the Admission Office’s Welcome Desk, office and general College phone lines, and other staff assistance.

• Receive visit requests and respond to questions about our visit options, helping prospective visitors create a personalized experience.
• Serve the liaison between visitors and Gustavus community members.
• Maintain the office visit calendar, making appointments and communicating with all participants.
• Vet class offerings to develop a list of appropriate options for visitors.
• Establish rapport with faculty willing to visit with prospective students.
• Collaborate with coaches to coordinate all components of an athletic recruit’s visit to Gustavus.
• Communicate with conductors and directors to coordinate visits to rehearsals and performances.

Arranging Overnight Visits

• Develop meaningful itineraries for overnight visitor’s stay
• Maintain Title IX compliance on all forms and waivers used for Overnights
• Communicate with both prospective students and their parents on details of the overnight visit
• Responsible for all fiscal details of travel payments, reimbursements, and tracking
• Serve as staff person on-call over two nights while visitor is on campus
• Responsible for airport transportation if shuttle service fails

Hosting Visitors

• Warmly greet visitors to the Admission Office, notify counselors of their arrival, chat with visitors, and ensure they are well cared for while on campus.
• Prepare welcome slides for digital sign and reserved parking signs for daily visitors.
• Coordinate logistics of escorting visitors to appointments and class visits.
• Keep the lobby and refreshment areas clean, stocked and inviting.

Scheduling Student Employees

• Schedule our tour guides (“Gustie Guides”) each term, depending on their class schedules while ensuring coverage for our campus visit program
• Assign tour guides to daily tours
• Manage day-to-day tour guide schedule changes
• Manage clocking in/out and timesheet approval
• Supervise daily activity of Gustie Guides, providing projects when they are not touring
• Serve as a friendly and caring adult, mentor, and supervisor, giving guidance and implementing discipline policy when warranted

Providing Administrative Support

• Answer incoming calls and provide general customer service for Admission and the College
• Pick up, sort, and distribute office mail
• Coordinate outgoing mail assembly, for smaller projects not handled by the Mailroom
• Process requests for information and branded gear
• Manage the ordering of and maintenance of office supplies
• Create and submit requests for maintenance, facilities, and technical assistance issues as needed
• Manage the tracking and payment of all invoices for the office

Managing Data

• Utilize the office’s CRM to manage Gustie Guides and other volunteers
• Maintain accurate records of interactions with prospective students using the college's CRM system.
• Generate reports and analyze data to assess recruitment strategies' effectiveness and identify areas for improvement.

Prerequisites

MINIMUM QUALIFICATIONS:

• Prior experience in administrative roles, preferably in an educational setting or Admission Office, with a focus on coordinating tasks, supervising students, and/or managing schedules.
• Excellent written and verbal communication skills to interact with prospective students, families, student employees, and other staff members effectively.
• Strong organizational skills to manage tour schedules, guide assignments, and office logistics efficiently.
• A customer‑centric approach to ensure a positive experience for prospective students during campus visits.
• Capacity to handle unexpected situations during tours or in the office and resolve issues promptly and effectively.
• Detail‑oriented to ensure accuracy in tour information and administrative tasks. Strong time management, attention to detail, and proven organizational skills
• Comfortable using various office software, databases, and scheduling tools to manage administrative tasks efficiently.
• Openness and willingness to seek out opportunities, connections, and feedback.
• Ability to adapt to changing circumstances, varying tour demands, and evolving office needs.
• Collaborative attitude to work effectively with the admissions team and other departments as needed.
• Ability to work independently with professionalism.
• Experience in coordinating events or tours, managing logistics, and/or ensuring a smooth operation.
• Commitment to cultural competency and an inclusive mindset.
• Understanding of admissions processes and familiarity with the college/university’s offerings, values, and mission.
• Understanding the needs and expectations of prospective students and their families to tailor tour experiences accordingly.
• Slate CRM experience
• 100% in person (on campus).
• Some evening/weekend work required for special events or crises.

Gustavus offers competitive and comprehensive benefits which include:

• Medical insurance (which includes access to Nice Healthcare) as well as dental, vision, and life insurance
• Workplace accommodations for physical or mental health concerns
• Onsite health services
• Free parking, exercise classes, and use of library and athletic facilities
• Paid parental leave
• Employer contribution to retirement savings plan (after one year of employment)
• Tuition benefit plan for employees and spouse

Gustavus Adolphus College does not discriminate on the basis of race, color, national origin, ancestry, sex, disability, religion, age, sexual orientation, gender identity, or veteran status in its education or employment programs or activities.

Gustavus Adolphus College is one of the nation’s leading private liberal arts colleges serving approximately 1,800 students. The College aspires to a community of persons from diverse backgrounds who respect and affirm the dignity of all people. Known for its strong science, writing, music, athletics, study‑away, and service‑learning programs, Gustavus is located on a scenic 340‑acre hill in St. Peter, Minnesota only one hour southwest of the Twin Cities.