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Campus Experience and Administrative Coordinator

California Lutheran University
California, United States
Salary Not specified
Start date
Nov 21, 2023

Campus Experience and Administrative Coordinator

Position Category: Staff (Non-Exempt)
FLSA: Non-exempt
FTE: 1
Location: Thousand Oaks

University Background:
The mission of California Lutheran University is to educate leaders for a global society who are strong in character and judgment, confident in their identity and vocation, and committed to service and justice. Founded in 1959 in beautiful Ventura County, the university has an enrollment of about 4,000 undergraduate and graduate students who come from across the nation and around the world from a diversity of backgrounds, cultures and faiths. As a federally recognized Hispanic-Serving Institution, Cal Lutheran is looking for candidates with a dedication to and success in working in diverse communities. The university is committed to an inclusive learning and work environment that values individual differences and respects each person’s dignity.

Basic Function:
Under the supervision of the Director of Undergraduate Admission, and working in coordination with other members of the Admission Office staff, the Campus Experience Coordinator is responsible for organizing and implementing the procedures and protocols for all aspects of the Campus Visit Program, which includes daily campus tours, group visits, and the welcome reception area. This position will provide support for the Undergraduate Admission Office by addressing special projects, events and assignments and will supervise the Admission Office student work staff and the volunteer Presidential Host Program to ensure a positive visit experience for all visiting guests.

Representative Duties:
  • Serve as liaison between the administrator and university personnel, parents, students, educational institutions, vendors, and other constituencies; partner with departments throughout the college including academic divisions, athletics department, dining services, facilities and maintenance, housing and residential life, and campus safety E
  • Oversee the welcome reception area where tasks include greeting and checking-in guests, answering the main office phone, and assist in responding to the general admission and visit program email accounts
  • Coordinate the Daily Visit Program- Set up guidelines, policies, and procedures for running the Daily Visit Program, including daily tours, class visits, information sessions, and individual counselor meetings. Work with senior leadership team and Enrolment Marketing team in setting up tour routes and scripts, and information presentations and scripts to ensure consistency with the intended and approved messaging and branding of the University and Office of Admission. E
  • Manage Special Tour requests for groups seeking to tour campus outside of the offered daily tours. This includes any group tour requests from schools or organizations, as well as tours arranged by the university for special guests. E
  • Schedule prospective student visits; including campus tours, admission information sessions, coach meetings, meetings with faculty, classroom visits and meetings with other campus departments. E
  • Recruit, hire, train and supervise student associates (student employees) and Presidential Host Program (student volunteers). Develop and maintain a process to assess performance. Work with senior leadership team in developing training for student and professional staff to perform duties related to their Daily Visit Program responsibilities. E
  • Serve as part of the Events Team and provide support with on and off campus Admission events throughout the year. E
  • Perform a variety of administrative and clerical support duties including recordkeeping, fielding telephone calls, receiving and directing visitors, word processing, and processing information related to the assignment. E
  • Maintain and update departmental calendars as needed; schedule meetings, conferences, and appointments for office personnel as needed. E
  • Organize and maintain documentation for internal and external departmental meetings. E
  • Proofread, verify, and review a variety of material and reports for accuracy, completeness, and conformance with established standards, policies, and procedures; ensure materials are accurate and complete specific instructions or established procedures and timelines. E
  • Respond to complaints, concerns, and requests for information from students, parents, staff, and the general public regarding issues, programs, policies, procedures and regulations; resolves issues and complaints with confidentiality, tact, sensitivity, and expedite referrals to appropriate responsible party for resolution with expediency. E
  • Maintain a variety of records, logs and files; maintain confidentiality of information and records; maintains current knowledge and records of regulations and requirements applicable to assigned office; monitors transactions, programs and services to assure compliance. E
  • Provide follow-up phone calls or emails to students, faculty and staff as needed. E
  • Monitor inventories of supplies and materials; order office supplies. E
  • Performs other administrative duties as required to support the mission and function of the department. E

E = Essential Duties

Knowledge Of:
  • Admission and financial aid policies, academic opportunities, and student services of the University
  • Interpersonal skills using tact, patience and cultural sensitivity
  • Modern office practices, procedures, and equipment
  • Record-keeping, filing, and information organizing techniques
  • Word processing, spreadsheet, database, presentation, and other relevant software applications, including Microsoft Word, Excel, PowerPoint, and Outlook
  • Public relations and customer service techniques
  • Basic event planning

Ability To:
  • Provide information regarding the university to individuals contacting or visiting the Office of Admission
  • Collaborate with other university departments
  • Organize and handle multiple tasks simultaneously
  • Operate a computer and other office equipment
  • Perform data entry with minimal error rate at a speed necessary for successful job performance
  • Work with and protect confidential information and exercise judgement with sensitive data
  • Perform administrative support and clerical duties
  • Provide the highest level of customer service to external and internal constituencies
  • Coordinate, organize, and oversee office activities
  • Maintain spreadsheets and files with minimal errors
  • Prepare reports by gathering and organizing data from a variety of sources
  • Meet schedules and deadlines by prioritizing work
  • Learn policies, procedures and regulations and apply to specific situations
  • Answer telephone and greet the public courteously
  • Determine appropriate action within clearly defined guidelines
  • Schedule and coordinate meetings, conferences and appointments
  • Relay messages, and screen and route calls and visitors
  • Establish and maintain cooperative and effective working relationships with others
  • Identify policies or procedures that are ineffective and develop new polices and procedure to enhance program or office operations
  • Work effectively with frequent interruptions

Minimum Qualifications:
Any combination equivalent to: Bachelor’s Degree in a related field and 2 years of administrative office experience.

Preferred Qualifications:
  • 3-4 years prior experience as an administrative assistant in a non-profit, corporate, or higher education environment
  • Prior experience in higher education including student services and/or admission office
  • Prior experience working in a customer service related field or industry
  • Experience working with a database system, Slate CRM and Colleague
  • Fluency in Spanish

Licenses and Other Requirements:

Physical Abilities:
Detect to understand appropriate written correspondence; operate a computer and other office productivity machinery, such as a calculator, copy machine, and computer printer; communicate to exchange information in person, in writing, on the telephone and by email; stationary position for extended periods of time; move or transport light objects; position self to store and/or retrieve files

Working Environment:
Busy office environment; subject to frequent interruptions. Some weekends will be required

Hiring Range $25 - $29
Posting Number: Staff003092022
Open Date: 11/20/2023
Close Date: 12/10/2023

Application Procedure/Special Instructions

To apply, visit

California Lutheran University is committed to providing equal opportunity in employment for all persons, regardless of race, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, marital status, sex, age, sexual orientation, genetic information, gender, gender identity or expression, or any other basis protected by applicable law. No person shall be excluded from participation in, be denied the benefits of, or be subjected to discrimination in any program, activity or facility of the University on the basis of these factors in a manner consistent with applicable federal and state laws, regulations, ordinances, orders and rules, and University’s policies, procedures, and processes.

Upon request, reasonable accommodations in the application process can be provided to individuals with qualifying disabilities. Please contact the Human Resources Department for further information or to request an accommodation.


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