Event and Visit Coordinator

calvin; Grand Rapids (MI); On-site; USD 42,000 - 56,000; Full time

Job summary

Calvin University in Grand Rapids, MI seeks an Event & Visit Coordinator to join the Admissions team. You will design engaging visit experiences, manage guest itineraries, and pursue prospective students for campus visits.

The role requires strong hospitality, communication, and organizational skills, with the ability to coordinate complex schedules, handle front desk tasks, and support large on-campus events.

Qualifications

• Bachelor's degree or equivalent.
• 1–3 years of related experience.
• Experience in hospitality or student recruitment preferred.

Responsibilities

• Engage targeted students via phone, email, text, and social media.
• Review registrants and suggest schedule enhancements for a richer visit.
• Design personalized visit agendas for individuals and groups.
• Coordinate all visit details including meetings, tours, meals, and accommodations.
• Record registrations and attendance in Slate and other campus systems.
• Assist with front desk support and large campus events.
• Support admissions leadership on recruitment projects.

Skills

Hospitality

Customer service

Communication skills

Organization

Problem solving

Decision making

CRM systems

Diversity outreach

Evenings & weekends

Independent work

Education

Bachelor's degree or equivalent

Tools

CRM database

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.

ESSENTIAL DUTIES AND RESPONSIBILITIES

include the following. Other duties may be assigned.

• 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.

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