Campus Visit Coordinator

The Campus Visit Coordinator plays a crucial role in meeting the needs of campus visitors and is responsible for overseeing the personalized individual campus visit program. This position, based in the Admission Office, involves coordinating appointment schedules, campus tours, and acting as a liaison between prospective students visiting the campus and University faculty and staff. As the primary point of contact for campus guests, the Campus Visit Coordinator is responsible for greeting visitors and effectively managing incoming phone inquiries from the public and other university departments. It is essential for the coordinator to possess in-depth knowledge of the University's programs, policies, and procedures in order to provide accurate and helpful information during interactions with visitors. Overall, the Campus Visit Coordinator plays a leadership role in ensuring a positive and informative experience for campus visitors, contributing to the recruitment efforts of the university and promoting a favorable image of the institution.

Campus Visit Arrangements & Coordination

● Serve as the primary person responsible for scheduling campus visits; take note of any requests for special arrangements or appointments

● Serve as the primary point of contact for campus visitors during their visits to Truman

● Develop and maintain clear documentation for a visit scheduling process which allows other members of the staff to easily fill-in at the front desk, schedule visits over the phone, and effectively assist with visitors during times that you are unavailable or away from your desk

● Coordinate coverage for visits and monitor the availability of admission counselors related to the volume of visits being scheduled

● Make contact with faculty and others to arrange appointments as requested by visitors; follow up as necessary to ensure that all visit arrangements are confirmed prior to the visitor's arrival

● Ascertain each visitor's individual needs to create a personalized and comprehensive visit itinerary for prospective students that include meetings with staff of the Office of Admission, deans, faculty, university staff and current students as requested

● Prepare itineraries to be provided to visitors upon arrival which detail scheduled appointments, tours, etc.; use appointment cards as a back-up on heavy volume visit days when reprinting itineraries may not be feasible

● Maintain the daily visit schedule and provide information to admission counselors regarding the time frame of anticipated visitors

● Serve as an administrator for Daily Visit Calendar

● Collaborate with coaches to aid in their recruitment efforts by setting up appointments for their recruits and assisting with their large recruitment events

● Prepare all visit information sheets to be provided to Admissions staff prior to meeting with students

● Receive and schedule visits and faculty appointments for prospective graduate students

● Receive and schedule visits for Donor Sponsored Visit initiative

● Work with purchasing office/business offices to book hotels and gather gas cards and Kirksville Cash for Donor Sponsored Visitors

● Oversee the preparation of all visitor information packets given at weekday visits, Open Saturdays, and Showcases

● Work with the Assistant Director of Campus Events & Visits to determine visit times for upcoming semesters based on past trends

● In coordination with Assistant Director of Admission – Campus Events & Visits, continually find ways to create an efficient and user-friendly tour registration process

Campus Visit Communications

● Maintain and manage the visit@truman.eduemail account with timely responses

● send sympathy or get well cards when visitors cancel appointments because of a death in the family or illness

● Follow up with visitors who cancel or do not show to attempt and reschedule their visit

● Manage the mailing of hand-written postcards from the ambassadors to the students they met with

● Provide school excuse letters for all students who attend

Record Keeping and Reports

● Assist in inventory tracking of visit materials such as publications and t-shirts

● Keep visit records up to date in Slate and on the staff Outlook calendar.

● Mark arrival status in Slate on a daily basis for visitors

● Develop a system for maintaining records about which faculty members visit with families, including the frequency

● Work with Assistant Director Admission – Campus Events & Visits to create an end of the year report in Slate. The report must include visit data with numbers of visits as well as enrollment yields broken down by summer visits, Saturday visits (excluding visit events) and weekday visits during the academic year

● Consistently raise the awareness of the importance of the campus visit experience among campus community members

Supervise Campus Visit Host Team

● Work with the student ambassador advisor for hiring the Campus Visit Host Team in the spring for the upcoming academic year

● Participate in selection of and manage the schedule of the Campus Visit Host Team, a group of 6-8 scholarship service students, who are also ambassadors, who will help maintain a warm, inviting environment in the Visit Center

● Train Visit Center Hosts to: effectively assist with answering and transferring phone calls; assist with mailing of visit confirmations; provide backup for coordination and scheduling of visit arrangements; warmly greet guests; escort visitors to appointments, as needed; and, maintain orderliness of the Visitor Center, including restocking the refrigerator and coffee supplies

● Train Visit Hosts to use Slate to check-in visitors, enter and code visit interactions, including tour notes and Ambassador outreach methods, and to use various call lists for the purposes of visitor outreach (reminder of visit or follow-up for missing a visit)

● Train Visit Hosts to pair and schedule visitors with student ambassadors based on similarities and to track the amount of tours for each Student Ambassador

● Ensure the Ruth W. Towne Museum & Visitors Center and Truman State University Office of Admission is upholding customer service standards and that all day-to-day student assistant duties are being performed

● Create, implement, and monitor a system to provide and track visit host and Student Ambassador responsibilities

Coordinate Campus Tours

● Support the Student Ambassador advisor and serve as the primary point of contact for Student Ambassadors when they come in for their tour times

● Establish a secure system for storing and distributing model room keys for tours (Closely monitor the use of model room keys!)

Oversee Visitor Center

● Ensure that the Visitor Center environment is a consistently friendly, inviting environment for campus guests during their time on campus; greet guests warmly upon arrival and engage in positive, professional interactions throughout their stay

● Answer phones

● Keep the Visitor Center, including the front desk area, neat and organized

● Ensure that reading material and beverages are consistently well-stocked

● Maintain knowledge of all areas of Admission, standard procedures and other aspects of the University so that you are prepared to answer questions from prospective students and their families over the phone and in the office

● Maintain primary responsibility of opening/unlocking and closing/locking of Ruth W. Towne Museum & Visitors Center

Plan and execute large group campus visits

● Make space arrangements in another campus building for groups of more than 30

● Work with Sodexo to either cover meal costs or provide discounted meals

● Communicate details of the visit with group sponsor and facilitate any appointments or special requests for their campus experience

Other Projects & Support

● Assist with mailings, call lists, and projects, as assigned

Minimum Required Qualifications:

Required qualifications include a high school diploma or equivalent; the ability to effectively use the Microsoft Office Suite; exceptional oral and written communication skills; the ability to effectively represent the University to prospective students in a high-volume office; evidence of strong organizational skills; the ability to manage multiple tasks simultaneously; the capability to relate to people from diverse backgrounds and age levels; must demonstrate experience working effectively as part of a team; and have a record of success providing leadership for completion of assigned projects.

Preferred Qualifications:

Preferred qualifications include educational background or a bachelor’s degree from a liberal arts university, previous experience in admission software such as Technolutions Slate or other CRM software.

The salary for this position is $16.84 per hour.

Truman offers an attractive benefits package including: paid sick and vacation time; paid holidays; medical, dental, vision, life and disability insurance; and retirement plan. Paid parental leave and tuition discount are available for eligible employees after one year. For more information, visit https://hr.truman.edu/benefits/.

To apply, applicants should submit a cover letter, resume, academic transcripts, and contact information for at least three references. Applications must be submitted electronically at http://employment.truman.edu. For assistance with the application process, contact Human Resources at 660-785-4031 or hrstaff@truman.edu.

Review of applications will begin July 18, 2023, and continue until all positions are filled. Final candidates are required to undergo and successfully pass a background check.

Truman State University is an equal opportunity and affirmative action employer committed to assembling a diverse, broadly trained faculty and staff. Women, minorities, people with disabilities, and veterans are strongly encouraged to apply. In compliance with applicable laws and in furtherance of its commitment to fostering an environment that welcomes and embraces diversity, Truman State does not discriminate on the basis of age, color, disability, national origin, race, religion, sex (including pregnancy), sexual orientation, or protected veteran status in its program or activities, including employment, admissions, and educational programs. Inquiries may be directed to the Institutional Compliance Officer, 660-785-4354, and titleix@truman.edu.

Truman State is committed to providing reasonable accommodation to qualified individuals with disabilities upon request. To request this document in an alternate form or to request an accommodation, please contact Human Resources, McClain Hall 101, 100 E. Normal, Kirksville, MO 63501, 660-785-4031 or hrstaff@truman.edu.

Job Type: Full-time

Pay: $16.84 per hour

Benefits:

• Dental insurance
• Employee assistance program
• Employee discount
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Parental leave
• Retirement plan
• Vision insurance

Schedule:

• Monday to Friday
• Weekends as needed

Work Location: In person