Admissions Event Coordinator

UCM • UCMO - Warrensburg, MO

3d • Onsite

About The Position

The Admissions Event Coordinator serves as a key member of the Undergraduate Admissions team, ensuring high-quality campus visit experiences for prospective students and their families. The coordinator collaborates with university partners and external stakeholders to provide seamless event operations, from initial planning through execution and post-event evaluation. This position requires strong project management, enthusiasm, attention to detail, and a commitment to exceptional customer service. The role includes frequent interaction with the public, campus partners, vendors, and the student body. While this role has a primary focus on the daily visit experience, its secondary focus are the large scale event days and to provide assistance with new student orientation programming.

Requirements

• Associate's degree required (preference to candidates in marketing, communication, public relations, student affairs or related fields). Education may be substituted for experience or experience may be substituted for education. Note that equivalencies are based on the following: AA = 2 years experience; BA/BS = 4 years experience; MA/MS = 6 years experience; PhD = 8 years experience.
• Two (2) years of customer service, admissions, project management, or office experience required.
• One (1) years of student supervisory experience required, preferably in a higher education or customer service setting.
• One (1) year of event planning/coordinating experience required.
• Requires a detail-oriented individual with strong organizational and leadership skills.

Nice To Haves

• Background in Campus Visits and Campus Tours preferred
• Slate (CRM) experience preferred

Responsibilities

• Campus Visit Coordination – 35%
• Collaboration & Daily Operations: Collaborate with the Assistant Director of New Student Programming and GA to ensure daily visits run smoothly and efficiently. Supervise Campus Visit Office student ambassadors to ensure quality visitor interactions.
• Scheduling & Visitor Coordination: Serve as the primary person responsible for scheduling campus visits, noting any special arrangements or requests. Serve as the primary point of contact for campus visitors. Contact faculty and other staff to arrange appointments as requested by visitors and follow up to confirm arrangements. Ascertain each visitor’s individual needs to create a personalized and comprehensive visit itinerary, including meetings with Admissions staff, deans, faculty, university staff, and current students. Prepare itineraries to provide to visitors upon arrival. Maintain the daily visit schedule and provide information to admission counselors regarding anticipated visitors.
• Event & Program Support: Collaborate with coaches to set up appointments for their recruits as needed. Oversee the preparation of visitor information packets for all visit types (Visit Days, Saturday Visits, Specialized Tours). In collaboration with the Assistant Director of New Student Programs, plan, schedule, and help facilitate larger admissions events. Utilize previous data and trends to determine optimal visit times and dates for the upcoming fiscal year.
• Knowledge & Information: Maintain knowledge of all areas of Admission, standard procedures, and other aspects of the University to provide accurate information to prospective students and families.
• Student Staff Development, Training, & Supervision – 45%
• Recruitment & Hiring: Recruit, interview, and hire a staff of 15–25 student ambassadors (Mule Crew). Ensure all campus visits and events are fully staffed. Ability to lead and manage a diverse team of student workers.
• Training & Orientation: Provide orientation and initial training for new student ambassadors. Develop and implement ongoing training programs to reinforce visitor engagement, customer service, and event expectations. Maintain a comprehensive tour route and options dependent on accessibility needs of the visitors.
• Scheduling & Supervision: Plan and manage schedules for student ambassadors in collaboration with the Office Manager. Conduct regular evaluations and provide constructive feedback to student staff. Address and resolve personnel issues or conflicts as they arise. Oversee and direct the work of all student ambassadors.
• Record Keeping and Reports – 10%
• Visitor Records & Slate Management: Keep visit records up to date in Slate. Utilize Slate for booking all campus visits and interacting with prospective families. Generate reports in Slate to analyze improvement areas, including communications, scheduling, and show rate. Mark arrival status in Slate on a daily basis for visitors.
• Communication & Correspondence: Maintain and manage the [email protected] email account with timely responses. Manage the mailing of hand-written postcards from ambassadors to the students they met with. Provide school excuse letters for all students who attend visits.
• Campus Visit Awareness: Consistently raise awareness of the importance of the campus visit experience among campus community members by working with the Assistant Director of New Student New Program and the Enrollment Communications Team.
• New Student Orientation Coordination & Logistics – 10%
• Working directly with the Assistant Director of New Student Programming, this role supports the planning, coordination, and execution of New Student Orientation programs with an emphasis on operational excellence and participant experience.
• Program Logistics & Execution: Coordinate orientation day logistics including space reservations, materials preparation, signage, check-in processes, and on-site event flow. Assist in building and maintaining orientation schedules within institutional systems. Support presenter coordination, room assignments, and technology needs. Manage student staff assigned to orientation roles, ensuring proper training and coverage.
• Operational Support & Assessment: Track attendance, prepare materials, and assist with data collection for program evaluation. Help implement communication plans related to orientation participation. Identify process improvements to enhance the transition experience for new students and families.
• Cross-Functional Collaboration: Serve as a liaison between Admissions visit operations and Orientation programming to ensure a seamless transition from prospective student to enrolled student experience. Participate in orientation planning meetings and assist in executing strategic initiatives established by the Assistant Director.

Benefits

• competitive salary
• health, dental, vision, life insurance, AD & D, long-term disability
• 3 weeks paid vacation per year
• 3 weeks of accrued sick leave per year
• 13 paid holidays
• retirement
• generous education assistance for an employee, spouse and dependent children taking classes at UCM

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree