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Visit Coordinator

Willamette University
Oregon, United States
Salary Not specified
Closing date
Sep 18, 2021

View more

Position Type
Administrative, Student Affairs, Admissions, Enrollment, Retention & Registrar
Employment Level
Employment Type
Full Time
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Visit Coordinator

Posting Number: R0003681
Location: Salem Campus

Attention Current Willamette University Employees: In order to apply for posted positions, please close this window and log into your Workday account and apply through the Career worklet.

Instructions for Applicants:

Please read the following carefully before beginning the online application process.

To be considered for employment at Willamette University, please complete our online employment application. Your application and all required attachments -- listed at the bottom of the page -- must be submitted for each individual job post that you are interested in applying for. If there is an application deadline, please ensure that your application is submitted by the deadline. Once you submit your application you will not be able to edit your application.

Position Summary:
Under the leadership of the Director of Admission Marketing and Events, this position is responsible for coordinating a thriving and innovative campus visit program for the College of Arts and Sciences.
This position contributes to the development and implementation of engaging individual and group visit scheduling, visit policies and best practices, training of student staff for events and overnight hosting duties. The visit coordinator actively coordinates with other departments on specialty tours, meetings with admissions, faculty, athletics and other staff members - helping to assure that visitors have a memorable and lasting experience.
This position provides the first point of contact for campus visit requests and, therefore, must excel in customer service and troubleshooting. They must be able to adeptly and positively communicate with and support a diverse population of constituents, from college-aged students to members of university leadership.
This position will gather feedback from visit surveys and use other data points to look for continued impact that our daily and group visit programming have towards meeting the University's enrollment goals.
As a member of the admission team, this role will also serve on internal teams as a representative and voice for our visitors, student hosts, and overall visit programming goals.
The ideal candidate is detail-oriented, self-motivated, and results-oriented with a passion for Willamette.

Reasonable Accommodations Statement
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.


Daily Visit and Group Programs
  • Creates and maintains visit templates in Slate CRM and ensures visit registration information is clearly available online to prospective visitors.
  • Works collaboratively with the Visit & Events Team and Internal Communications Team to ensure timely and visible promotion of campus visit options is in place. Also ensures communication tied to daily and group visit programming is accurate, clear, and enhances the visit experience for our visitors
  • Coordinates and executes program planning in response to visit requests - customizing schedules for each prospective student, group, or other college admission partners.
  • Seeks out group visit opportunities that align with Willamette's mission and the Office of Admission's enrollment goals, in coordination with annual admission events to bring more students to campus, and serve as an access partner to our local community.
  • Reserves campus spaces as needed for group visits, special programs, or other visit programming needs.
  • Communicates with university offices for any special requests - dining, presentations, student or faculty meetings.
  • Respects the rights of others and promotes multicultural understanding and consideration of individual needs as related to visiting our campus.
  • Contributes ideas and recommendations for the development and implementation of admissions recruitment programs.
  • Supervises, coaches, and mentors a team of current student overnight hosts and Ambassador coordinators
  • Trains, mentors, and coaches student staff, collaborating with the Assistant Director of Admission Events to implement planning meetings, lunch trainings, developing training materials, and creates protocol for student staff that ensures: consistency, professionalism, and inclusion.
  • Possesses the ability to function competently under pressure and effectively manages when issues arise. Ability to demonstrate sound judgment making adjustments to programming autonomously.

Other Visit-related Support
  • Serves as main point of contact and representative of Willamette in coordinating the annual Oregon Private Colleges Week programming with the Oregon Alliance
  • Primary manager of visit travel voucher program, including for annual Access to Excellence event(s)
  • Conducts pre- and post-visit/program evaluations and reports on outcome; assesses visits' and programs' alignment with institutional needs and proposes changes that move towards greater alignment as needed.
  • Continually evaluates visit/program data; identifies trends and apprises assistant director of recommended course of action.
  • Maintains expertise on best practices for collecting and managing visit/program data
  • Serves on internal Visit/Events Team, and provides support for all admission event programming
  • Plans, coordinates, and executes efficient and effective office operations to ensure a pleasant, welcoming, and orderly office environment. Proactively monitors and organizes office resources and supplies.

Additional Responsibilities
  • Internal team membership
  • Safeguards the confidentiality of student, staff and university information by exercising discretion
  • Demonstrates the highest professional demeanor and ethical behavior while representing the University.
  • Admission staff members are expected to remain current in external market conditions and identify best admission practices
  • Performs other duties as assigned.

  • Bachelor's degree OR in lieu of degree, a combination of education, training, and additional experience that provides the required knowledge, skills, and abilities to perform the essential functions of the position will be considered.
  • A minimum of three years of job-related work experience, part of which may be satisfied by education and training.
  • Excellent organizational and time management skills; able to manage and prioritize multiple concurrent projects and meet deadlines.
  • Excellent interpersonal/people skills with both individuals and groups and ability to interact with a diversity of people both in and out of University and at different levels of the organization.
  • Strong written and oral communication skills.
  • Competency in use of technology. Strong knowledge of Microsoft Office suite, and Google suite. Experience with data entry for computerized information systems. Willingness and ability to learn new technologies associated with the job.
  • Ability to work accurately with many interruptions, and deal with a variety of tasks under pressure of deadlines.
  • Ability to work well in a goal-oriented environment
  • Must be able to work independently, showing initiative and a high level of self-motivation. Must be willing to take on routine tasks and also accept complete responsibility for projects.
  • Must have patience, integrity, and the ability to exercise good judgment and diplomacy. Must maintain a high level of confidentiality.
  • Models positive attitude, exemplary work ethic and professionalism
  • Experience working with populations from diverse backgrounds and the ability to effectively interact with a wide variety of people in a manner that positively portrays the University and its programs, personnel, and philosophy.
  • Must possess a current driver's license valid in the state of Oregon or ability to obtain one within 30 days of hire and a driving record insurable by the University's insurer.
  • Successful clearance of a criminal conviction record check.

Preferred Qualifications
  • Willingness to be flexible in work schedule.
  • Familiar with private, residential liberal arts environment.
  • Previous experience in a college admission office.
  • Slate CRM experience.

Working Conditions:

Work is primarily performed indoors in a typical office environment.

Applications will be reviewed on a rolling basis as received. Position will remain open until it is filled.

All University positions require that candidates submit to a criminal conviction record check prior to hire. Conviction does not automatically preclude candidates from being hired. Nature of conviction will be considered relative to the duties of the position.

You will need to upload the following documents as part of your application materials in the "My Experience" section labeled Resume:
  • Cover letter addressing the required/desired qualifications and presenting any other applicant characteristics which deserve emphasis
  • Current Resume

​Incomplete applications will not be considered.

Apply online at

Believing that diversity contributes to academic excellence and to rich and rewarding communities, WU is committed to recruiting and retaining a diverse faculty, staff and student body. We seek candidates, particularly those from historically under-represented groups, whose work furthers diversity and who bring to campus varied experiences, perspectives and backgrounds.

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