Visit Experience Coordinator

Beloit College; Beloit (WI); On-site; USD 38,000 - 52,000; Full time

Job summary

Beloit College seeks a Visit Experience Coordinator to plan and execute campus visits, host daily presentations, and coordinate personalized visitor experiences for prospective students and families.

You will supervise Student Ambassadors, recruit and train tour guides, support large recruitment events, manage visit calendars in Slate, and collaborate with Admissions to ensure high-quality experiences that boost engagement and yield.

Qualifications

• Associate degree required; Bachelor's degree preferred.
• Experience in admissions, customer service, hospitality, or event coordination preferred.
• Strong verbal and written communication skills.
• Strong interpersonal skills with ability to engage diverse audiences.
• Detail oriented with organizational and time management skills.
• Ability to work independently and in a team.
• Proficiency with CRM systems (e.g., Slate) preferred.
• Flexibility for evenings and weekend work.

Responsibilities

• Represent Beloit College professionally with prospective students, families, and counselors.
• Support a welcoming, student-centered environment aligned with Beloit's values.
• Deliver personalized campus visits and host daily overview presentations.
• Execute full visit lifecycle: pre-visit, day-of, and post-visit follow-up.
• Coordinate meetings with faculty, coaches, staff, and ambassadors.
• Maintain admissions visit/calendar and CRM workflows in Slate.
• Maintain accurate visit attendance and engagement records.
• Track engagement and assist in evaluating visit effectiveness.
• Assess and refine visit programs to improve yield and enrollment growth.
• Provide monthly and annual assessments of visit programs.
• Supervise Student Ambassadors, recruit/train guides, and run regular meetings.
• Support large events with planning, execution, and post-event follow-up.
• Represent Beloit College at recruitment events and build relationships with families.
• Provide admissions department support including materials processing and data entry.

Skills

Customer service

Event coordination

Interpersonal communication

CRM familiarity

Office / Google Suite

Flexibility evenings/weekends

Education

Associate's degree

Bachelor's degree preferred

Tools

Slate CRM

Microsoft Office

Google Workspace

Job description

Occupational Summary:

The Visit Experience Coordinator supports the College's recruitment by planning, coordinating, and executing all aspects of the campus visit experience including managing individual and group visits, and visiting counselor events. The coordinator works collaboratively with Admissions and Enrollment leadership to support recruitment efforts by delivering high-quality visit experiences and exceptional customer service that foster meaningful engagement with prospective students and their families.

The Coordinator will supervise the Student Ambassador Program and is responsible for recruiting, training and supervision of a team of student tour guides and front desk student staff. The coordinator also plays a key role in supporting the College's events by partnering with the Assistant Director of Admissions, who is responsible for hosting large events and executing high-impact recruitment and yield events, including open houses and admitted students days and more.

Characteristic Duties and Responsibilities:

1. Represent Beloit College professionally and positively in interactions with prospective students, families, high school counselors, college access organizations, alumni, and the broader community.
2. Support a welcoming, student-centered environment that is consistent with Beloit's values and mission.
3. Deliver individualized campus visits that are personalized, engaging, and aligned with student interests.
4. Serve as the primary host and provide overview presentations daily, effectively communicating the Beloit experience.
5. Execute the full visit lifecycle, including pre-visit communication, day-of coordination, and post-visit follow-up.
6. Coordinate visitor meetings with faculty, coaches, staff, and student ambassadors to ensure a seamless experience.
7. Maintaining the admissions visit and events calendar with accuracy and attention to detail.
8. Manage visit scheduling, event setup, and communication workflows in Slate CRM and develop CRM competencies to support communications, scheduling and other related system support.
9. Maintain accurate records of visit attendance and engagement.
10. Track visit engagement and assist in evaluating visit effectiveness to improve conversion and yield.
11. Regularly assess and refine visit programs using feedback and data to continually improve the quality and effectiveness of campus visits, contributing directly to the institution's goals around yield, and enrollment growth.
12. Provide monthly and annual assessment of visit programs.

Supervise Student Ambassadors and the Student Ambassador Program:

1. Understand the student union collective bargaining agreement and monitor team performance based on established expectations and performance guidelines.
2. Direct student calling campaigns in collaboration with admissions and enrollment leadership.
3. Ensure Student Ambassadors are prepared to deliver high-quality customer service, accurate information, and a welcoming atmosphere.
4. Create and provide regular training for new and existing Ambassadors and hold regular meetings with the whole Ambassador team.
5. Review and make annual updates to the Student Ambassador manual.
6. Conduct performance evaluations of Student Ambassadors.

Support Events & Recruitment Engagement:

1. Assist the Assistant director of Admissions responsible for large events in identifying opportunities to improve visit flow, communication, and overall experience quality.
2. Assist in planning and executing on-campus and off-campus recruitment events.
3. Represent Beloit College at recruitment events, building relationships with prospective students and families.
4. Support event setup, execution, and follow-up, ensuring high-quality experiences across all touchpoints.

Admissions Department Support:

1. The Visit Experience Coordinator will also assist with the processing of application materials, admission decisions processing, financial aid offer processing, and other general admission department support.
2. Provide administrative support to the division such as managing supply ordering for Visit Center, preparing visitor packets, assisting with data entry, etc.
3. Assist staff during their peak seasons.
4. Perform similarly related duties as assigned.

Credentials and Experience:

1. Associate's degree required; Bachelor's degree preferred.
2. Experience in admissions, customer service, hospitality, or event coordination preferred.
3. Strong verbal and written communication skills.
4. Strong interpersonal skills and have the ability to engage effectively with prospective students, families, community members, and external partners.
5. Detail oriented with strong organizational and time management skills.
6. Ability to work both independently and collaboratively in a team-oriented environment.
7. Proficiency in Microsoft Office and/or Google Suite (Word, Excel, Outlook); experience with CRM systems (e.g., Slate) preferred.
8. This position requires flexibility, including evening and weekend work to support Saturday tours, special visit programs, and events.
9. Valid driver's license and access to a vehicle.
10. Must be able to push, pull, move, or lift 35 lbs.

Knowledge, Skills, and Abilities:

1. Professional and effective communication style appropriate for a student-facing environment.
2. Strong interpersonal skills with the ability to connect effectively with prospective students, families, and campus stakeholders.
3. Ability to meet and establish rapport quickly with a widely diverse population.
4. Ability to work in a fast-paced environment and meet deadlines without supervision.
5. Capacity to learn and effectively convey Beloit's curriculum and culture.
6. Strong problem solving skills, with the ability to think critically, effectively prioritize, plan, and organize multiple tasks and projects and meet set deadlines without immediate and constant supervision.
7. Ability to work effectively in a fast-paced environment with strong attention to detail.
8. Flexibility and willingness to adapt to changing activities, expectations, and responsibilities.
9. Willingness to identify opportunities for improvement and propose solutions that enhance office operations.

The intent of this job description is to provide the general nature and level of work required of employees who are assigned to this classification and shall not be constructed as an all-inclusive list of duties and responsibilities. Employees may be instructed to perform job-related duties and responsibilities other than those specifically presented in this description.