Coordinator of Visit Experience

The Southern Baptist Theological Seminary•Louisville, KY

4d•Onsite

About The Position

The Coordinator of Visit Experience will organize daily campus visits, admissions events, and office walk-ins as well as provide day-to-day office management. ESSENTIAL JOB FUNCTIONS: The employee in this position will have the following essential job functions: Manage the Individual Campus Visit Program for SBTS and Boyce College Work with the Associate Director of Visit Experience to provide personalized hospitality including top notch first impressions to all guests, faculty, current students, inquiries, etc. Coordinate daily individual campus visits Receive visit requests, set up appointments, hotel reservations and email confirmations to an average of 15 campus visitors per week Add visitor information to office calendar and distribute to counselors, housing, and campus partners Ensure office staff are knowledgeable of all campus visitors and the details of their visits Communicate with prospective students and families to confirm the details and accommodations of their visit Communicate daily with faculty members and staff concerning campus visitors Oversee the making of packets for each guest with personalized schedule Coordinate with Pioneer Staff to ensure food quantity and dietary needs are met for our guests Maintain oversight of visit supplies and inventory and order supplies as needed Submit project requests to Communications and Print Shop for printed materials as needed Maintain Pavilion Theater Room upkeep and reservation calendar Build relationships with campus partners to promote a positive visitor experience (e.g. Legacy Hotel, Housing, Student Life, Event Productions) Attendance, assistance, and leadership for on-campus events including but not limited to 4 Preview Days, 8 special visit days, 2 Be A Bulldog Days, etc. Communicate requests for special visit days and admissions events in Event Productions Arrange lodging and transportation for all visitors attending Preview Day Coordinate group visits as requested in partnership with the AD of Visit Experience for prospective Boyce & SBTS student groups Communicate with group leaders to create a personalized itinerary matching the group needs Confirm group itinerary and accommodations with respective staff members and group leader Assist students, staff, and visitors who walk-in to the Admissions Office at the front desk as needed Arrive on time every morning to open the office Lock/unlock doors and forward phones as needed (opening hours, closing hours, chapel services, staff meetings, etc.) Maintain an inviting, comfortable and professional atmosphere in the Admissions Office Ensure that the front office is clean, set up and prepared to accommodate the needs of guests Staff the front desk during open office hours when part-time Administrative Assistant is not in-office Third line for receiving admissions office phone calls and fielding efficiently Receive and distribute Admissions Office mail, email and phone messages Submit facility work orders as needed to maintain and repair office and event spaces Assist with general office administrative tasks as needed (e.g. paperwork, supply ordering, check requests, calendar management) Provide support for the Associate Director of Visit Experience in general office management Expected to attend both chapel services during the week Performs other duties as may be assigned by the supervisor.

Requirements

Ability to portray the seminary values and distinctive in writing, speaking, and personal demeanor, and spiritual commitment
Detail oriented and able to work at a fast pace
Proven record of strong communication and hospitality skills
Excellent verbal and non-verbal communication skills; ability to interact and engage people, and view, discern, adjust, and respond appropriately to non-verbal communication cues
Strong organizational and logistical skills
Must be flexible and be able to quickly adapt to a changing work environment
Some weekend and evening hours may be required

Nice To Haves

Experience with database systems and administrative tasks is preferred

Responsibilities

Manage the Individual Campus Visit Program for SBTS and Boyce College
Work with the Associate Director of Visit Experience to provide personalized hospitality including top notch first impressions to all guests, faculty, current students, inquiries, etc.
Coordinate daily individual campus visits
Receive visit requests, set up appointments, hotel reservations and email confirmations to an average of 15 campus visitors per week
Add visitor information to office calendar and distribute to counselors, housing, and campus partners
Ensure office staff are knowledgeable of all campus visitors and the details of their visits
Communicate with prospective students and families to confirm the details and accommodations of their visit
Communicate daily with faculty members and staff concerning campus visitors
Oversee the making of packets for each guest with personalized schedule
Coordinate with Pioneer Staff to ensure food quantity and dietary needs are met for our guests
Maintain oversight of visit supplies and inventory and order supplies as needed
Submit project requests to Communications and Print Shop for printed materials as needed
Maintain Pavilion Theater Room upkeep and reservation calendar
Build relationships with campus partners to promote a positive visitor experience (e.g. Legacy Hotel, Housing, Student Life, Event Productions)
Attendance, assistance, and leadership for on-campus events including but not limited to 4 Preview Days, 8 special visit days, 2 Be A Bulldog Days, etc.
Communicate requests for special visit days and admissions events in Event Productions
Arrange lodging and transportation for all visitors attending Preview Day
Coordinate group visits as requested in partnership with the AD of Visit Experience for prospective Boyce & SBTS student groups
Communicate with group leaders to create a personalized itinerary matching the group needs
Confirm group itinerary and accommodations with respective staff members and group leader
Assist students, staff, and visitors who walk-in to the Admissions Office at the front desk as needed
Arrive on time every morning to open the office
Lock/unlock doors and forward phones as needed (opening hours, closing hours, chapel services, staff meetings, etc.)
Maintain an inviting, comfortable and professional atmosphere in the Admissions Office
Ensure that the front office is clean, set up and prepared to accommodate the needs of guests
Staff the front desk during open office hours when part-time Administrative Assistant is not in-office
Third line for receiving admissions office phone calls and fielding efficiently
Receive and distribute Admissions Office mail, email and phone messages
Submit facility work orders as needed to maintain and repair office and event spaces
Assist with general office administrative tasks as needed (e.g. paperwork, supply ordering, check requests, calendar management)
Provide support for the Associate Director of Visit Experience in general office management
Expected to attend both chapel services during the week
Performs other duties as may be assigned by the supervisor.