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

Baylor University • Waco, TX

3d • Onsite

About The Position

This position involves supporting Undergraduate Admissions events, focusing on campus visits and recruitment experiences. The Graduate Student Employee will co-supervise undergraduate student staff (BEARs), assist in planning and executing various admissions events, manage event operations and inventory, and provide administrative support to the Campus Visits team. The role requires strong communication, organizational, and problem-solving skills, with the ability to work both independently and as part of a team.

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.
• Must 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.
• 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 students.
• 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.

What This Job Offers

• Job Type: Part-time
• Career Level: Entry Level