Prospective Student Events Coordinator

Moravian University; Bethlehem (Northampton County); On-site; USD 45,000 - 65,000; Full time

Job summary

Moravian University seeks a Prospective Student Events Coordinator to lead the logistics and execution of undergraduate recruitment events, from Open Houses to campus visits. You will coordinate facilities, catering, AV needs, and registrations while partnering with Academic Affairs, Financial Aid, Student Life, Marketing, and campus partners.

The role combines event execution with supervising student workers, engaging applicants, and supporting admissions processes to contribute to enrollment

Qualifications

• Bachelor’s degree preferred (or equivalent combination of education and hands-on event/administrative experience).
• 1–2 years of experience in higher education admissions, campus event planning, customer service, or student affairs preferred.
• Strong interpersonal skills with a welcoming, student-centered approach to working with prospective families, university staff, and vendors.
• Excellent attention to detail, strong time-management skills, and ability to manage multi-step project logistics simultaneously.
• Familiarity with CRM systems (e.g., Slate or Salesforce), event management tools, and Microsoft Office / Google Workspace.

Responsibilities

• Coordinate the administrative and logistical setup, execution, and wrap-up for undergraduate recruitment and yield events (Open Houses, Accepted Student programs, campus visits).
• Reserve campus facilities, arrange catering, AV/tech needs, signage, and supplies; manage event inventory.
• Manage event registration workflows in the CRM, process RSVPs, prepare check-in materials, and handle attendee communications.
• Serve as on-site liaison during event days; support presenters and guide guest flow; assist with post-event attendance reports.

Job description

FLSA STATUS: Exempt

SUPERVISION RECEIVED:Reporting to Executive Director of Undergraduate Admission

SUPERVISION EXERCISED:Direct supervision and day-to-day coordination of student workers / student ambassadors

POSITION SUMMARY:At Moravian University, we believe that meaningful college decisions begin with meaningful experiences. From a student's first visit to campus to the excitement of an Open House or Accepted Student event, every interaction shapes how prospective students and their families envision their future at Moravian. The Prospective Student Events Coordinator plays an essential operational role in bringing those experiences to life by coordinating the logistics, details, and welcoming touchpoints that inspire students to see themselves as Greyhounds.

Reporting to the Executive Director of Undergraduate Admission, this position serves as the primary logistical coordinator for undergraduate recruitment and yield events while providing administrative and operational support to the Office of Undergraduate Admission. To succeed in this role, you will organize, execute, and support the day-to-day operations of the University's recruitment event portfolio and assist with admissions processes that contribute directly to enrollment success.

Approximately 60–70% of the position is dedicated to recruitment event coordination and implementation, while 30–40% focuses on student worker supervision, applicant engagement support, campus visits, and general counselor support. This dynamic role combines hands-on event execution, attention to detail, relationship building, and active student engagement throughout the admissions cycle.

This position is an outstanding opportunity for an entry- to mid-level higher education or event management professional who enjoys connecting with students and families, working collaboratively with campus partners, and delivering smooth, high-quality events. Working in close collaboration with Academic Affairs, Student Life, Athletics, Financial Aid, Marketing, faculty, staff, and student ambassadors, the Coordinator ensures every recruitment event runs seamlessly and reflects Moravian University's commitment to personalized attention and exceptional hospitality.

This position supports the University's Prospective Student Events Initiative by ensuring recruitment events are designed around the needs and experiences of prospective students and their families—not the organizational structure of participating departments. Individual offices retain ownership of their content and expertise, while Undergraduate Admissions provides the leadership and coordination that brings every element together into one seamless experience.

If you are energized by creating memorable experiences, collaborating across campus, and helping students discover their future at Moravian University, we invite you to join our Enrollment team and play a central role in shaping the University's next generation of Greyhounds.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:

Recruitment Event Coordination & Logistics: (60–70%)

• Event Execution: Coordinate the administrative and logistical setup, execution, and wrap-up for undergraduate recruitment and yield events, including Open Houses, Accepted Student programs, Getting Started at Moravian (GSAM), Mondays @ Moravian (M@M), Saturday Visits, Athletics Open House, Nursing Open House, and special admissions visits.
• Logistics Management: Reserve campus facilities, coordinate catering, arrange room setups, organize AV/technology needs, assemble event signage, order event supplies, and manage event inventory.
• Communications & Registration: Manage event registration workflows in the CRM system, process guest RSVPs, prepare attendee check-in materials, send event confirmation/reminder communications, and field guest questions prior to events.
• Campus Partner Liaison: Communicate event schedules, room assignments, and staffing needs to participating campus offices (Academic Affairs, Financial Aid, Student Life, Athletics, Marketing, Facilities, and Catering).
• On-Site Operational Support: Serve as the primary on-site logistical point of contact during event days, managing check-in stations, guiding guest flow, troubleshooting real-time operational issues, and supporting presenters.
• Data & Assessment: Assist with post-event administration, including attendance tracking, survey distribution, compiling participant feedback, and generating standard post-event attendance reports.

Admissions & Student Worker Leadership: (30–40%)

• Student Employee Supervision: Supervise, schedule, and assist with the training and onboarding of Undergraduate Admissions student workers and event ambassadors for event support, tours, and office operations.
• Student Worker Project Oversight: Direct daily student worker tasks, including inquiry processing, handwritten card initiatives, mailings, phone outreach, event prep kit assembly, and office coverage.
• On-Campus Admissions Support: Serve as a welcoming, knowledgeable on-campus resource for prospective students, walk-in visitors, and families, ensuring consistent office coverage—especially during staff travel cycles.
• Applicant Engagement: Assist with routine applicant outreach, including monitoring incomplete applications, sending follow-up reminders, processing incoming materials, and executing routine phone/email outreach.
• Application Processing Support: Assist with preliminary application review, document indexing, and standard admissions file preparation as assigned.
• General Office Support: Provide administrative support to the admissions team, assist with counselor training logistics, and participate in office-wide enrollment initiatives.

QUALIFICATIONS:

• Education:Bachelor’s degree preferred (or equivalent combination of education and hands-on event/administrative experience).
• Experience:1–2 years of experience in higher education admissions, campus event planning, customer service, or student affairs preferred.
• Customer Service Focus:Strong interpersonal skills with a welcoming, student-centered approach to working with prospective families, university staff, and vendors.
• Organizational Skills:Excellent attention to detail, strong time-management skills, and a demonstrated ability to manage multi-step project logistics simultaneously.
• Technical Skills:Familiarity with CRM systems (e.g., Slate or Salesforce), event management tools, and standard Microsoft Office / Google Workspace products.
• Adaptability & Schedule:Ability to work flexible hours, including early mornings, evenings, and required weekend event shifts during peak recruitment seasons.

Moravian University will not sponsor applicants for a U.S. work visa for this position.

About Us

Moravian University’s mission is to prepare individuals for reflective lives and leadership in a world of change. In support of this mission, we are dedicated to fostering an educational and professional environment that is enriched by individuals of varied backgrounds, experiences, and perspectives.

As part of Moravian University’s institutional values, all employees contribute to upholding our Community Standards and Expectations , which emphasize respectful engagement, accountability, inclusion, and lifelong learning.

Moravian University is an equal opportunity employer and does not tolerate discrimination, harassment or retaliation against any applicant for employment or admission on the basis of a characteristic protected by federal, state or local laws. Please see Moravian University’s Equal Opportunity and Title IX nondiscrimination statement for additional information.

Please visit moravian.edu/benefits to review benefits offered at Moravian University*

WORK ENVIRONMENT: The work environment characteristics described here are representative of those encountered while performing the essential functions of this job.

The individual is routinely exposed to indoor conditions, minimum outdoor weather and temperature extremes, and moderate noise level.

We welcome applicants of all abilities and are dedicated to fostering an inclusive work environment. If you need any accommodations during the hiring process or in your role, we encourage you to reach out to Human Resources at [e-mail] or 610.861.1527. View the standard physical demands for positions at Moravian University.

The specific statements shown in each section of this description are not intended to be all-inclusive. They represent typical elements and criteria necessary to successfully perform the job.

*Please visit this link to review the benefit eligibility status associated with this position.

ABOUT THE ORGANIZATION

Moravian University offers students a private education they will not find anywhere else: personal attention and preparation for life with a record of success longer than our nation's history. Located in Bethlehem, Pennsylvania and offering undergraduate and graduate degrees that blend liberal arts with professional programs, Moravian University has been preparing students for reflective lives, fulfilling careers, and transformative leadership in a world of change since 1742. Moravian University is a member of The New American Colleges and Universities (NAC&U), a national consortium of selective, small to mid-size independent colleges and universities dedicated to the purposeful integration of liberal education, professional studies, and civic engagement. Visit moravian.edu to learn more about how the Moravian University focus on education for all prepares its students for life-long success.

Moravian University is an equal opportunity employer valuing diversity and encouraging individuals from under-represented populations to apply.

Job Info

• Job Identification 287
• Job Category Staff
• Posting Date 08/07/2026, 08:29 PM
• Degree Level Bachelor's Degree
• Job Schedule Full time