Welcome Center Coordinator

Applitrack; Rockford (IL); On-site; USD 29,000 - 33,000; Part time

Job summary

Rock Valley College is seeking a Welcome Center Coordinator to oversee daily front desk operations and lead enrollment services. You will manage application intake through the CRM, support student accounts, campus visits, and student workers, while delivering excellent service to students and families.

The role requires strong communication, data handling, and the ability to work a flexible schedule, including evenings or weekends when needed.

Qualifications

• Bachelor's degree is preferred. Demonstrated ability and skill in working with diverse students, faculty, and staff.
• Must have a valid driver's license. Knowledge of data collection and analysis.
• Experience with Microsoft Office Suite and other PC applications, including Windows, Word, Excel, and database entry.

Responsibilities

• Coordinate the daily operations of the Welcome Center and front desk services, admissions email, online chat, switchboard, and visitor experience.
• Lead application intake and processing through the CRM system; review and verify applicant information.
• Monitor CRM workflows, tasks, queues, and communications to support prospective students.
• Provide first-level troubleshooting for CRM, student portal, accounts, and multi-factor authentication.
• Coordinate campus visit programs and onboarding activities for prospective students.
• Supervise Welcome Center student workers and the Student Ambassador program; ensure staffing for events.
• Deliver exceptional customer service in person, by phone, email, and chat; assist with admissions and self-service systems.
• Refer students to Financial Aid, Records, Advising, Disability Services, Career Services, Counseling, and other resources.
• Monitor and improve Welcome Center operations, CRM workflows, and reporting; prepare operational analytics.
• Maintain enrollment information on the college website and other platforms; cross-train across Enrollment Services.

Skills

Customer service

Communication

Data analysis

Microsoft Office

Education

Bachelor's degree preferred

Tools

CRM system (AppliTrack)

Microsoft Office Suite

Job description

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Frontline Applicant Tracking - Rock Valley College

Position Title: Welcome Center Coordinator
Department: Recruitment and Admissions
Employee Status: Continuous Part-time (CPT-Union) (up to 25 hours a week)
Type: Support Staff Association
Grade: 10
Salary: ($21.31-$24.00 hourly)
FLSA: Non-exempt
ICCB Classification: Clerical
Issued: October 2003
Revised: JA 6-07; 7-08; 9-11; 8-13; 7-14, 9-17, 4-22, 7-26
Employee Notice: Rock Valley College does not offer sponsorship for employment-based visas for this position now or in the future. Applicants must be currently authorized to work in the United States without the need for employer sponsorship.
Application Deadline: October 15th, 2026

Reporting Relationships
Reports to: General supervision is received from the Director of New Student Recruitment
Supervision Exercised: Supervision may be exercised over student workers and ambassadors.
Job Summary
Using independent judgment and minimal supervision, coordinate the daily operations of the Welcome Center and serve as a primary resource for prospective and current students. Oversee front-line enrollment services, including customer service, application processing, CRM workflow management, student account support, campus visits, and student worker supervision. Coordinate the Student Ambassador program and ensure efficient delivery of enrollment services through effective use of the College's Customer Relationship Management (CRM) system and related technologies. Exercise sound judgment, critical thinking, confidentiality, and professionalism while providing exceptional service to students, families, faculty, staff, and the community.

Essential Duties and Responsibilities

• Coordinate the daily operations of the Welcome Center, including front desk services, admissions email, online chat, switchboard, and visitor experience.
• Serve as the primary operational lead for application intake and processing through the College's Customer Relationship Management (CRM) system.
• Review, verify, and manage applicant information within the CRM to ensure accuracy, completeness, and timely processing.
• Monitor and manage CRM workflows, tasks, queues, and communications to support prospective students throughout the enrollment process.
• Provide first-level troubleshooting and support for CRM, student portal, network account, email, password, and multi-factor authentication issues, escalating complex technical issues when appropriate.
• Monitor applications and student account activity for suspicious, inconsistent, or potentially fraudulent information, escalating concerns through established College procedures to help protect the integrity of the enrollment process.
• Coordinate campus visit programs, individual appointments, and prospective student onboarding activities.
• Coordinate the Student Ambassador program, including recruitment, hiring, scheduling, training, mentoring, and performance management of student employees and volunteers.
• Supervise Welcome Center student workers and ensure appropriate staffing for front desk operations, campus tours, outreach activities, and special events.
• Provide exceptional customer service through in-person, phone, email, chat, and virtual interactions while serving as a primary resource for prospective and current students.
• Assist students with admissions, account access, Self-Service, student email, and other enrollment-related systems.
• Make appropriate referrals to Financial Aid, Records and Registration, Academic Advising, Disability Support Services, Career Services, Counseling, and other campus resources.
• Assist with the Student ID card process.
• Monitor and recommend improvements to Welcome Center operations, customer service processes, CRM workflows, and communication strategies.
• Collect, analyze, and prepare operational reports related to Welcome Center services, CRM activities, application processing, and student engagement.
• Maintain accurate and current enrollment information on the College website and other communication platforms, as assigned.
• Cross-train in departmental functions and provide operational support across Enrollment Services during peak periods.
• Provide outreach and event support for recruitment activities, orientations, registration events, and campus programs.
• Participate in emergency response procedures and departmental continuity planning.
• Serve on College committees and workgroups as assigned.
• Some evening and weekend work is required.
• Perform other duties as assigned.

Qualifications

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, skills, and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Minimum Qualifications

Bachelor's degree is preferred. Demonstrated ability and skill in working with diverse students, faculty, and staff. Must have a valid driver's license. Knowledge of data collection and analysis. Experience with Microsoft Office Suite and other PC applications. Windows, Microsoft Word, Excel (spreadsheet design and entry), database entry, Web page maintenance and ability to learn the college's administrative software system.

Required Attributes

Strong oral and written communication skills. Ability to work flexible schedule, if needed.

Preferred Qualifications

Experience working in a community college setting preferred. Experience in admissions/recruiting, supervision, and event planning preferred.

Postings current as of 10/3/2026 1:00:38 PM CST.

Annual Security Report
This report includes statistics for the previous three years concerning reported crimes that occurred on campus; in certain off-campus buildings or property owned or controlled by Rock Valley College; and on public property within, or immediately adjacent to and accessible from, the campus. The report also includes institutional policies concerning campus security, such as alcohol and drug use, crime prevention, the reporting of crimes, sexual assault, and other matters. The complete report is available at www.rockvalleycollege.edu/publicsafety.

Individuals may also request a paper copy of this report by contacting the RVC Police Department at [phone] or by visiting the department in the Support Services Building.

Need Help?

We're here to help! For questions regarding position qualifications or application procedures, please contact Rock Valley College directly.

For technical questions regarding the AppliTrack system, please contact the AppliTrack help desk using the Request Technical Help link below.