Receptionist/Assistant Campus Visit Coordinator

Saint Mary's College•Notre Dame, IN

34d

About The Position

The Office of Admission is seeking a personable and enthusiastic Receptionist/Assistant Campus Visit Coordinator to serve as the first point of contact for prospective students and their families. This role is responsible for welcoming campus visitors, routing phone calls and emails, and ensuring the admission presentation space is prepared each day. The position manages and coordinates daily schedules for campus visits, offers guidance to families throughout their visit, and assists with scheduling tours, events, and related correspondence. Additional responsibilities include preparing registration materials for on-campus admission events and yield receptions, communicating with high school and college fair contacts regarding counselor travel, and supporting the Assistant Director of Admission, Campus Events with ongoing projects. The Receptionist/Assistant Campus Visit Coordinator answers the main admission phone lines, routes callers to appropriate Admission staff or campus offices, takes messages, and directs callers to voicemail inboxes as needed. They also distribute daily text and email messages to the appropriate staff. Serving as a host to visiting families, the coordinator manages visit requests and supports the Assistant Director of Admission, Campus Events in scheduling tour guides, hostesses, class visits, and meetings with faculty or coaching staff. They prepare and send visit confirmations, assemble visit packages while maintaining inventory, and generate after-interview letters from the counseling staff. The coordinator maintains a welcoming environment in the Admission reception area, including managing water, snack, and coffee supplies. They post the names of visiting students and event announcements using specialized Office of Admission display software. This role also tracks RSVPs for on-campus events and yield receptions, assists with registration lists and name tags, sends reminder emails, and follows up with attendees when needed. For Senior Preview Days, they compile available class options, match visiting students with specific classes, and assign hostesses accordingly. Additionally, the coordinator helps maintain and update the electronic appointment schedule for the counseling staff. They coordinate the mailing of invitations for college fairs, prepare address labels, support postcard creation, and mail materials in a timely manner. They also prepare and mail visit memos and posters to high schools scheduled for counselor visits. The coordinator trains student and regular employees on desk operations, customer service, and phone etiquette, and provides clerical support to the Assistant Director of Admission, Campus Events, as well as special projects for senior staff. The role serves as a backup for submitting check requests, processing invoice payments, handling travel per diem requests, and completing expense reports for the Business Office. It also functions as a backup for several duties assigned to the Student Credential Analyst. The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of duties, responsibilities and requirements.

Requirements

The ability to project a positive public image in person and over the phone.
The ability to communicate effectively, in person, over the phone and in writing.
The ability to proofread and edit.
Excellent writing skills preferred.
Demonstrates exceptional customer service skills.
High school diploma.
2-3 years of customer service experience.
2-3 years of general clerical experience.
Keyboarding at 50 w.p.m.
Proven ability to utilize computer hardware and software including Microsoft Windows software such as Excel and Word, including advance merging and mailings from a spreadsheet, and be willing to learn how to work in the communication and visit system used by the Office of Admission.
Proven organizational skills, the ability to multitask and attention to detail.