Event and Visit Coordinator

Calvin University; Grand Rapids (MI); On-site; USD 42,000 - 54,000; Full time

Job summary

Calvin University in Grand Rapids, MI seeks an Event & Visit Coordinator to join the Office of Admissions. You will design engaging visit experiences, schedule visits for prospective students and families, and work with admissions counselors to provide wrap-around service aligned with the university mission.

Responsibilities include multi-channel outreach, designing personalized visit agendas, coordinating campus tours, meetings, meals, and accommodations, and tracking registrations in Slate.

Qualifications

• Bachelor's degree or equivalent required.
• 1–3 years of related experience preferred.
• Strong hospitality, communication, and organizational skills required.

Responsibilities

• Daily outreach to targeted students using multiple channels.
• Design personalized visit agendas for students/guests and groups.
• Coordinate all details of guest visits, including meetings, tours, meals, and accommodations.
• Record notes and manage registrations in Slate and university systems.
• Assist admissions leadership with recruitment-related projects.

Skills

Hospitality mindset

Communication skills

Organization

Problem solving

Decision making

Technical skill

Relationship building

Evenings/weekends flexibility

Education

Bachelor's degree or equivalent

Tools

Slate CRM

CRM systems

Data entry

Job description

Job Title: Event & Visit Coordinator

Department: Admissions

Reports to: Assistant Director of Admissions- Events, Visits & Orientation

Status: Full-time (1.0 FTE)

ASPP Levels: 0, Senior I, Senior II

SUMMARY

This position serves on the team of Events, Visits, & Orientation of the Office of Admissions by designing engaging student events and visit experiences. This position pursues prospective students in order to schedule visits for the student and their family/supporters. This position works with individual students, groups of students, school staff members, and prospective families. These visit experiences are designed to be robust and in-depth for guests that go above and beyond their expectations with the highest levels of hospitality and customer service. Event & Visit Coordinators will work collaboratively with the Admissions Counseling team to provide full wrap-around service to prospective students. This is all done in alignment with the university and department mission and vision in order to increase student enrollment.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Daily outreach to targeted students using a multi-channel communication approach (phone, email, text, social media, etc.)
• Outreach to all recent event & visit registrants to review their options and suggest schedule enhancements that provide a more robust experience.
• Design personalized visit agendas for each student/guest and/or groups that provide a deep and wide connection with Calvin University.
• Develop new options for visit experiences as needed to provide guest satisfaction.
• Serve all students/guests with the highest level of customer service.
• Coordinate all details of guest/group visits, including admissions meetings, campus tours, faculty meetings, class visits, meals, coach engagements, hotel accommodations, and all other services needed.
• Communicate effectively and efficiently with all students/guests, providing clear and helpful information for their visits in a timely manner.
• Organize and execute group visit experiences for schools, community organizations, athletic teams, etc. that provide a robust and engaging experience of Calvin.
• Work within Slate and other university systems to record detailed notes, manage updates and changes to event registration systems, and regularly use the system to track registrations, attendance, and adjustments.
• Provide support answering phones and greeting guests at the front desk as needed.
• Provide support in planning large-scale on-campus events that impact new student recruitment.
• Assist the admissions leadership team with various projects and responsibilities that enhance recruitment efforts for Calvin University.

Other duties may be assigned.

SPECIAL PROJECTS

This position may require additional or more direct partnership with other campus partners, which may include (but is not limited to) coaches, athletic department staff, and student athletes.

SUPERVISORY RESPONSIBILITIES

Student employee supervision may be required as needed.

EDUCATION and/or EXPERIENCE

The position requires a bachelor's degree or equivalent.

The position requires one to three years of related experience.

Skill Requirements: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required.

HOSPITALITY- Event & Visit Coordinators must always care for students and guests with a positive, helpful, and generous customer service mindset.

COMMUNICATION SKILLS- This position requires the ability to identify needs and goals through active listening, explain complex details to others, and share information with others in written and verbal communication methods. This position also handles confidential information.

ORGANIZATION- A demonstrated ability to organize and communicate complex information is required.

COMPLEXITY- This position requires the ability to solve problems and deal with a variety of variables in situations where only limited standardization exists. Instructions may be furnished in written, oral, diagram, or schedule form.

DECISION MAKING/JUDGEMENT- Demonstrated ability to make judgment calls aligned with the university and department mission and vision regarding event management.

TECHNICAL SKILL- This position will require the use of a CRM database system to access forms and processes, as well as perform data entry. Utilization of reports & queries for measurement and analysis is also needed.

Additional Skill Requirements:

• Ability to connect with diverse audiences with a focus on relationship building
• Ability to work evenings and weekends as needed.
• Ability to work independently, without supervision

PHYSICAL DEMANDS/WORK ENVIRONMENT

The work in this position is performed within routine office conditions, usually without exposure to hazardous or unpleasant conditions. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. Proofreading and checking documents for accuracy. Using a keyboard to enter, retrieve, or transform data. Closely observes monitoring devices for 2 hours or more at a time. Lifting 40 lbs. or less.

FAITH and EDUCATIONAL COMMITMENT

1. Commitment to the educational mission of Calvin as a Christian liberal arts University affiliated with the Christian Reformed Church.
2. A commitment to the Christian faith and to the integration of faith, learning, and student development.

DIVERSITY COMMITMENT

Demonstrated awareness and commitment to effectively establishing relationships and positive communication across multiple dimensions of diversity including, but not limited to, race, gender, physical limitations, class, or religious perspectives.

Founded in 1876, Calvin University is a top-ranked, liberal arts institution that equips its more than 3,600 students from 48 U.S. states, 55 countries, and five Canadian provinces to think deeply, to act justly, and to live wholeheartedly as Christ’s agents of renewal in the world. Calvin offers 100+ majors and programs, including a growing portfolio of graduate-level offerings. Calvin students engage in intensive internships, community-based service learning, and significant research that results in publishing and presenting alongside world-class faculty. The university’s 400-acre campus is in the vibrant city of Grand Rapids, Michigan. Discover more atwww.calvin.edu.