(Hybrid) Visit Program Coordinator - Enrollment Management

West Virginia University•West Virginia, WV

1d•Hybrid

About The Position

The Visit Program Coordinator is housed within the Visitors Center in the Student Experience Department of Enrollment Management. The role supports the Visitors Center’s recruitment, outreach, and program management functions, including daily operations of the Group Tour Program and daily visit activities. The coordinator contributes to recruitment through customer service, admissions counseling, and campus tour planning. The position supervises one graduate assistant and serves as a secondary supervisor of student workers and other assigned staff. The coordinator manages group visits from initial inquiry through registration, planning, delivery, and follow-up; monitors program quality and visitor feedback; analyzes visit data; and supports strategic recruitment initiatives. The role also contributes to prospective and admitted student communications through the Admissions Communication Center, including reporting, data accuracy, call metrics, scripts, and campaign messaging. The position coordinates campus visit experiences, delivers presentations, facilitates student panels, counsels prospective students and families, and supports recruitment events and departmental visits. It includes staff hiring, training, supervision, evaluation, and timekeeping, as well as visitor-center customer service, supply ordering, inventory, committee participation, and travel to recruitment events or professional development conferences when needed. The role requires a bachelor’s degree in a related field and one year of professional experience in a related area, or an equivalent combination of related education and experience. The position is hybrid. WVU describes a 37.5-hour work week and offers leave, holidays, health insurance, retirement benefits, and wellness programs.

Requirements

Bachelor’s degree in education, counseling, communications, hospitality, marketing, public relations, or another related field.
One year of professional experience in education, counseling, event planning, hospitality, sales, public relations, or a related field; an equivalent combination of related education and experience may be considered.
All qualifications must be met by the time of employment.
Excellent oral communication skills.
Ability to rapidly learn WVU admissions, housing, and financial aid requirements.
Ability to work in a fast-paced environment.
Time-management, attention-to-detail, and organizational skills.
Ability to relate to diverse populations of prospective students and families and counsel them.

Nice To Haves

Knowledge of Microsoft suite products, Zoom, and CRM.

Responsibilities

Manage the Group Tour Program for school groups, counselors, special-interest groups, alumni, community groups, and other constituents from inquiry through follow-up.
Ensure group programs meet standards for customer service, University messaging, and visitor experience.
Provide monthly reports to the Assistant Director and Director, analyze group-visit data, and use findings to plan recruitment initiatives.
Coordinate with the Marketing Strategist to integrate high-school visitors into prospective-student communications.
Monitor feedback and surveys and adjust group-tour experiences as appropriate.
Manage and update the group-tour website.
Develop and update age-appropriate pre-visit, during-visit, and post-visit presentations and activities for elementary and middle-school groups; coordinate additional activities with campus departments.
Create Slate reports for prospective- and admitted-student communication flows used for tele-counseling.
Maintain data accuracy and update student files when appropriate information is identified.
Identify communication methods beyond tele-counseling and prepare reports on call-center performance and campaign outcomes.
Track call metrics and design or refine call scripts and campaign messaging.
Supervise, assign work to, train, and evaluate one graduate assistant; keep the Assistant Director informed of the graduate assistant’s activities.
Select, interview, and train 10–15 student callers in the Admissions Communication Center.
Manage employee timecards and maintain accurate records.
Serve as secondary supervisor of student tour leaders, graduate assistants, and other assigned staff; assist with selection, evaluation, tour shadowing, certification, and tour-guide training development for large groups.
Coordinate campus visit experiences that present WVU’s academic, social, and co-curricular offerings and encourage prospective students to apply or commit.
Deliver visit presentations and facilitate current-student panels for prospective students and guests.
Conduct one-on-one admissions meetings and counsel students and families on academic programs, admissions requirements, housing, financial aid, and student life.
Assist prospective visitors with applications, academic and housing deposits, housing applications, and New Student Orientation registration.
Serve as secondary manager of the department visit program and meet with colleges and schools to coordinate department visits and their timing.
Staff the Visitors Center as needed, handling walk-in, check-in, and telephone inquiries.
Cross-train on recruitment-related areas including admissions, financial aid, orientation, academics, and student-success resources.
Serve on University committees and attend meetings related to recruitment and enrollment processes.
Assist with Discover WVU, Decide WVU, New Student Orientation, high-ability events, Junior Open House, and other recruiting events.
Travel as needed to recruitment events and professional development conferences.
Order supplies and manage inventory for the Visitors Center and Admissions Outreach and Engagement, including office supplies, hospitality items, and recruitment materials.
Complete other projects and assignments requested by the Assistant Director.