Graduate Student Employee Biweekly - Undergraduate Admissions Recruitment - Campus Events - BC

Baylor University•Waco, TX

4d•Onsite

About The Position

This position is for an enrolled graduate student at Baylor University to work in Undergraduate Admissions, focusing on Campus Events and Recruitment. The role involves supporting the planning and execution of various admissions events, managing event materials and inventory, and providing administrative support to the Campus Visits team. The student employee will also co-supervise undergraduate student staff (BEARs) and ensure smooth operations of the Hurd Welcome Center.

Requirements

Must be an enrolled graduate student – not undergraduate
Must commit to one year of employment with Undergraduate Admissions
Must work 20 hours per week and attend 5 weekend events per semester
Must be able to lift up to 25 pounds
Must be able to drive a vehicle
Must possess strong communication, organization, and problem-solving skills
Must be able to work both independently and as part of a team

Responsibilities

Co-supervise over 160 undergraduate students serving as Baylor Experience & Admissions Representatives (BEARs).
Create and distribute event-specific assignments and detailed role descriptions for BEARs to ensure clarity and accountability during events.
Send regular communication to student staff regarding schedules, expectations, and event logistics.
Collaborate on the planning and execution of Undergraduate Admissions events such as Premiere, Invitation to Excellence, Daily Visits, and other large-scale recruitment experiences.
Pack and organize event materials, signage, and supplies; ensure accurate inventory before and after events.
Create detailed event schedules and checklists for student.
Support logistics with campus partners, vendors, and academic departments to ensure seamless execution.
Schedule and assist with pre-event preparation meetings with BEARs and staff.
Send timely reminder emails, day-of instructions, and follow-up communication to ensure student staff are well-prepared.
Assist with on-site event execution, including setup, check-in, problem-solving, and guest experience oversight.
Take ownership of the Campus Visits event storage room, ensuring it remains organized, functional, and event-ready.
Conduct regular inventory audits of event materials, supplies, and equipment, maintaining accurate and up-to-date records.
Partner with the Assistant Director to develop and manage a check-out system for event materials to improve accountability and tracking.
Monitor supply levels and communicate needs for restocking, repairs, or replacements in a timely manner.
Oversee the proper use, organization, and return of all event materials following events.
Manage event linens, including ensuring proper collection, storage, and coordination for cleaning and reuse.
Maintain clear records of student availability, performance, and responsibilities at events.
Collaborate with the Campus Visits team, including two other Graduate Assistants, to manage the daily and event operations of the Hurd Welcome Center.
Support marketing and communications initiatives related to visits and events.
Provide input and support for continuous improvement of events, training, and guest services.