Campus Visit Coordinator

Lawrence University-posted 2 months ago

Full-time • Entry Level

Appleton, WI

Educational Services

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The Visit Coordinator leads and manages the guest experience for all prospective students, families, and visitors to Lawrence University. Serving as the central point of contact for campus visits, this role coordinates daily visits, group programs, and special events with a high level of professionalism, hospitality, and organizational excellence. The Visit Coordinator ensures every visitor feels welcomed, informed, and engaged-reflecting Lawrence's values as a creatively practical, intentionally engaged, and fearlessly curious community.

Greet office guests and monitor campus visits throughout the afternoon, ensuring guests are on schedule and guided through their day as needed.
Maintain and update visit communications and event pages in the CRM-Slate to ensure accuracy and timeliness.
Lead and manage student staff during afternoon tours, including training and providing guidance.
Alert Admissions Counselors of their student meetings once visitors arrive.
Assign Student Ambassadors to tours, panels, and hosting duties; follow up with no-shows to reschedule.
Prep visit folders with itineraries, counselor business cards, and meal passes for the following morning.
Arrange special visit components (e.g., class observations, conservatory lessons, athletic meetings) and confirm details with families.
Maintain lobby appearance, including making coffee, cleaning service areas, and ensuring the space is presentable at the end of each day.
Maintain current documentation for front desk procedures.
Receive and manage requests for individual visits via phone, email, and Slate (CRM).
Coordinate schedules with faculty, coaches, admissions counselors, and staff to provide a personalized visit experience.
Plan and execute group visits for high schools, community-based organizations, and special partners.
Support the Event Planner with logistics, including student staffing, tour routes, meal passes, and printed itineraries.
Support athletics and conservatory visit programs, including specialized visit days.
Greet prospective families, counselors, and guests upon arrival to Chapman Hall, ensuring a welcoming and professional first impression.
Oversee lobby readiness, including signage, visitor folders, coffee service, and overall appearance.
Design and print visit itineraries; maintain a master daily schedule for staff and tour guides.
Answer the admissions phone line and provide guest assistance when student workers are unavailable.
Co-lead the hiring, training, scheduling, and evaluation of Student Ambassadors.
Develop and update tour guide and front desk training materials to ensure accurate and current campus information.
Provide regular communication and support to ambassadors, including weekly updates, monthly check-ins, and shift coverage.
Document and refine visit planning processes to ensure consistency across programs.
Gather and assess guest feedback, working with the Visit Experience team to continually improve the visit program.
Support budget oversight for portions of the student staff program.
Collaborate closely with Admissions and campus partners to ensure seamless coordination of the Lawrence guest experience.

Strong organizational skills with the ability to manage multiple priorities and deadlines.
Excellent communication and interpersonal skills, with a commitment to hospitality and inclusion.
Experience in event planning, customer service, or student services strongly preferred.
Familiarity with CRM systems (Slate preferred) and Microsoft Office/Google Workspace.
Ability to work possible evenings and some weekends during the year for special events.

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