Campus Visits Coordinator

Palm Beach Atlantic University; West Palm Beach (FL); On-site; USD 40,000 - 55,000; Full time

Job summary

Palm Beach Atlantic University seeks a Campus Visits Coordinator to manage daily operations of campus visits, ensuring an excellent experience for prospective students and families. Responsibilities include planning tours, coordinating schedules, and providing administrative support to admissions staff.

The ideal candidate will have a Bachelor's degree or equivalent experience, with strong customer service skills. Adaptability, effective communication, and attention to detail are essential for success in this role.

Qualifications

• 1+ years' experience in a fast-paced environment and customer service.
• Post high school training required, Bachelor's degree preferred, or equivalent experience.

Responsibilities

• Manages the day-to-day operations of campus visitors.
• Plans daily visits and tours for prospective students and families.
• Coordinates follow-up with campus guests after visits.

Skills

Customer Service Orientation

Effective Communication

Teamwork & Collaboration

Attention to Detail

Project and Time Management

Education

Bachelor's degree

Post high school training

Job description

SUMMARY

In support of the university’s mission and objectives, the Campus Visits Coordinator manages the day-to-day operations of the daily campus visitors; prepares the itineraries for prospective students; provides excellent customer service to visitors and telephone callers; and provides administrative support to University Admissions professional staff.

CAMPUSES VISIT COORDINATION

• Plans daily visits and tours for prospective students and their families, including managing details such as reserved parking, scheduling counselor sessions, connecting students with opportunities on campus, and fulfilling special requests.
• Plans and coordinates group tours with the Director, managing similar details for group visits.
• Coordinates individual campus visit requests for traditional undergraduate, graduate, evening, and online prospective students, including VIP visits.
• Serves as host for VIP visits as needed in collaboration with Admissions Counselors.
• Updates the display board for daily visitors.
• Keeps a log of daily prospective student visitors and monitors trends to anticipate higher volume months and prepares staffing and supplies accordingly.

TOUR GUIDE MANAGEMENT

• Assists the Director of Campus Visits with preparations for Accepted Students Days, Preview Days, and other program specific events.
• Selects, trains, schedules, supervises, develops, mentors, corrects, and evaluates Campus Tour Guides (e.g., Federal Work Study, hourly student employees, summer interns).
• Ensures that tour guides are knowledgeable about the University’s people and programs and represent the University with professionalism.
• Provides Campus Tour Guides with regular training, mentoring, and promotion opportunities; serves as their role model.
• Develops and implements a Training Program for Campus Tour Guides.
• Reviews tour routes regularly and adjusts as needed to ensure optimal guest experience.

COMMUNICATION AND CUSTOMER SERVICE

• Responds to telephone inquiries and responds to requests for campus visits.
• Coordinates follow up with campus guests on a regular rotation to answer any questions that they have had since their visit and demonstrate the caring ethos of PBA.
• Maintains the Campus Visit Microsoft inbox, handles routine inquiries, and refers prospective students to the appropriate Admissions Counselor.

ADMINISTRATIVE SUPPORT

• Orders necessary hospitality items for the Welcome Area and information sessions, places purchase requests, and manages orders.
• Serves as the Content Manager for the individual campus visit pages on the website.
• Performs clerical tasks, such as typing correspondence, filing, faxing, copying, and entering data.
• Maintains confidentiality in dealing with the administrators, faculty, staff, students, parents, alumni, and community members.
• Support the development of campus visit and event registration, pre-and post-event communication and program evaluation tools within SLATE.
• Compiles data on the daily visit programs throughout the year and provides weekly analysis reports.

OTHER DUTIES

• Attends university functions on campus and represents the university at off-campus functions as needed.
• Performs other duties as assigned.

QUALIFICATIONS

• Post high school training required, Bachelor's degree preferred, or equivalent experience.
• 1+ years' experience in fast paced environment and customer service.

ESSENTIAL COMPETENCIES (Knowledge, Skills and Abilities)

• Customer Service Orientation – Keeps internal and/or external key stakeholder(s), students, parents, faculty, staff and community partners in mind at all times.
• Professionalism – Displays a high level of professionalism, e.g. timeliness, reliability, communication, and work ethic.
• Christ-first Faith – Provides spiritual support to community members, including students, on their Christian faith journey.
• Adaptable/Flexibility – Ability to change or adjust to change.
• Attention to Detail – Ability to efficiently and accurately focus on a specific task or number of tasks. Reviews details with a critical eye.
• Effective Communication – Expresses ideas and information in a clear and concise manner both verbally and in writing to convey clear, well-articulated messaging across a wide variety of audiences.
• Establishes Trust – Gains the confidence of others by actions and words that promote being honest, forthcoming, and vulnerable.
• Project and Time Management – Effective planning and priority setting. Ability to manage several complex projects simultaneously while working under pressure to meet deadlines.
• Teamwork & Collaboration – Creates a climate that fosters commitment to a common vision and shared values that promote cooperation and working together through trust and support of others both departmentally and cross-functionally.

ADDITIONAL REQUIREMENTS

• Ability to work non-routine hours during certain times of the year.
• Ability to traverse campus and stairs.