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Assistant Director of Admissions Visits

Employer
Willamette University
Location
Oregon, United States
Salary
Salary Not specified
Date posted
Dec 10, 2024
View more categoriesView less categories
Position Type
Administrative, Enrollment Management
Employment Level
Senior-Level
Employment Type
Full Time


Assistant Director of Admissions Visits

Posting Number: R0006142
Location: Salem Campus

ABOUT WILLAMETTE UNIVERSITY:

Willamette University, founded in 1842, is a nationally-renowned private university enrolling 2800 students across five colleges. Our historic campus, adjacent to the Oregon State Capitol, hosts a distinguished undergraduate liberal arts college in Salem, Oregon. Our downtown Portland campus is home to the Pacific Northwest College of Art (PNCA). We offer a wide range of professional graduate programs, including Oregon's top-ranked MBA program, the Northwest's oldest law school, as well as MA/MFA programs at PNCA and master's degrees in data science and computer science.

Willamette University provides a high-value and comprehensive benefits package to eligible employees. Our Benefits Summary includes options for health, dental, life insurance, retirement, substantial paid time off, tuition and more. If you need assistance applying for a job or have any questions on recruitment at Willamette, please contact our HR Department, hr@willamette.edu or call us at 503-370-6210.

ASSISTANT DIRECTOR OF ADMISSIONS VISITS

The Assistant Director of Admissions Visits is essential to supporting the mission and enrollment goals of Willamette University and to ensuring the current and future academic quality and fiscal health of the University.

This position reports directly to the Director of Admissions Marketing and Events and has responsibility for all aspects of the campus visit program. This includes developing and implementing engaging individual and group visits, visit policies, and communication of daily programming to internal and external constituents. The Assistant Director of Admissions Visits hires, trains, and manages the student ambassadors responsible for communicating the Willamette experience directly to our prospective students and families. This position takes primary responsibility for actively coordinating with other departments on specialty tours, meetings with admissions, faculty, athletics and other staff members, thus helping to assure that visitors have a memorable and lasting experience. This position gathers feedback from visit surveys and uses other data points to look for continued impact that our daily and group visit programming has towards meeting the University's enrollment goals. Finally the Assistant Director of Admissions Visits serves as a representative and voice for our visitors, student hosts, and overall daily visit programming goals.

The Assistant Director of Admissions Visits also participates as part of Willamette College's Admissions team in all admission-related activities including, but not limited to, management of an admission territory; high school visitations and University representation at college fairs; correspondence, telephone and email contacts; conducting on-and-off campus interviews; implementation of on-and off-campus events; review of applicant files; participation in merit scholarship recommendations; and daily execution of the communication and yield strategy for admitted students.

Duties and Responsibilities

As coordinator of the campus visit program, the Assistant Director of Admissions Visits:

Supervises the Admissions Ambassador Team
  • Hires, trains and supervises a group of 20-30 student employees
  • Creates, updates, maintains and communicates all student staff policies and procedures as they relate to job knowledge, responsibilities, professionalism, and confidentiality
  • Independently manages on-going training of student staff to ensure they are equipped with up-to-date job knowledge to influence our overall enrollment success
  • Troubleshoots staffing complexities of student work schedules to ensure that tours and appointments for prospective students are never disrupted
  • Ensures safety training and best practices for student ambassadors as they staff the uniquely vulnerable front desk position just inside the University's "front door"
  • Promotes team unity and a successful working group environment among ambassador team


Manages the daily visit program
  • Creates and maintains visit templates and ensures visit registration information is clearly available online to prospective visitors
  • Works collaboratively with the visit team and communications to ensure timely and visible promotion of campus visit options is in place
  • 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 admissions partners
  • Seeks out and encourages group visit opportunities that align with Willamette's mission and enrollment goals in coordination with annual admission events to bring more students to campus, and serve as an access partner to our local community
  • Communicates with university offices for any special requests such as dining, presentations, and student or faculty meetings


Serves on internal campus visit team
  • Provides support for all admission event programming
  • Independently manages coordination of annual Oregon Private Colleges Week 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
  • Contributes ideas and recommendations for the development and implementation of admission recruitment programs.
  • Conducts pre- and post-event/program evaluations and reports on outcome; assesses events' and programs' alignment with institutional needs and proposes changes that move towards greater alignment as needed.
  • Continually evaluates event/program data; identifies trends and apprises assistant director of recommended course of action.
  • Maintains expertise on best practices for collecting and managing event/program data


As a member of the Recruitment Team, the Assistant Director of Admissions Visits:
  • Meets or exceeds enrollment goals from the designated travel territory for Willamette College
  • Performs two to four weeks of admissions-related travel annually, including high school visits, college fairs, receptions for prospective and admitted students, off-campus interviews, counselor events, and professional conferences
  • Works collaboratively with the admissions team to manage the assigned territory and exercises discretion in planning for travel, receptions and other special events
  • Executes a prescribed telephone and email communication plan that follows the continuum from inquiry to application to matriculation in support of overall admissions and net revenue goals
  • Conducts extensive on- and off-campus admissions interviews for prospective students, including time for parents/family members; documents the interview in a formal written evaluation which is included in the applicant's file
  • Conducts presentations to prospective students and their parents/families during on-campus visits, requiring knowledge of general information regarding Willamette University and specific information regarding admission policies and procedures as well as financial aid opportunities
  • Reviews applications for admission for the assigned territory and recommends students for admission or for review by the Admissions Committee; must exercise good judgment regarding the academic, personal and co-curricular qualities Willamette desires in its student body; requires review and interpretation of transcripts, recommendations, standardized test scores, essays, interview notes and other information provided by the applicant
  • Serves as a member of the Admissions Committee during application file review
  • Supports and participates in social networking initiatives for the Office of Admissions (Discord, Facebook, Twitter, Instagram, blogs etc.)
  • Safeguards the confidentiality of student, staff and university information by exercising discretion in communicating information to faculty, staff, parents, alumni and current and prospective students, and in handling departmental records and files and similar confidential materials
  • Demonstrates the highest professional demeanor and ethical behavior while representing the University
  • Exhibits outstanding speaking, writing and listening skills
  • Reads widely to remain current in external market conditions and identify best admission practices
  • Performs other duties as assigned


Minimum Qualifications
  • Bachelor's degree, preferably from an independent residential liberal arts college
  • Two years of experience working in admissions or a related field
  • Knowledge of a University environment and undergraduate admissions
  • Written and verbal communication skills, including the ability to describe University programs and campus culture
  • Ability to articulate the value and benefits of a liberal arts education to a variety of audiences
  • Experience working with populations from diverse backgrounds
  • Ability to effectively interact with a wide variety of people in a manner that positively portrays the University and its programs, personnel, and philosophy
  • Excellent organizational and time management skills with ability to manage and prioritize multiple concurrent projects while meeting deadlines
  • Strong interpersonal skills and ability to interact with a diverse group of people
  • Competency in use of technology with knowledge of or willingness to learn Microsoft Office suite and Google suite
  • Experience with data entry for computerized information systems and an ability to learn new technologies associated with the job
  • Basic knowledge of spreadsheets, word processing, and presentation software packages
  • Ability to maintain confidentiality when working with sensitive or protected information
  • Ability to plan and execute travel independently and responsibly
  • Ability to work some evenings and weekends and be flexible with work schedule
  • Technological skills to support territory management as well as daily contact with students, faculty, staff and others
  • appreciation for college-age students and the varied nature and expectations of serving the population
  • Valid driver's license


Preferred Qualifications
  • Master's degree in higher education or other related discipline
  • Experience with supervision of students
  • Familiarity with private, residential liberal arts environments
  • Previous experience in a college admission office
  • Slate CRM experience


Typical Work Schedule
  • Monday through Friday, 8:00am to 5:00pm
  • Many evening and weekend programs throughout the year
  • Two to four weeks of travel which may be outside of standard working hours


Physcial Demands and Working Conditions
  • Routine need to lift and carry travel materials
  • Ability to drive a car and golf cart
  • Travel independently on planes, in ride shares, and by rental car
  • Read for several hours consecutively on a laptop screen
  • Ability to communicate by phone, email and/or text
  • Significant in-person interactions with students, parents, coaches, counselors, faculty, staff, and alumni


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


Applications will be reviewed on a rolling basis as received until the position is filled. Applications should be received by January 6, 2025 for full consideration.

Incomplete applications will not be considered.

WILLAMETTE UNIVERSITY VALUES DIVERSITY:
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 underrepresented groups, whose work furthers diversity and who bring to campus varied experiences, perspectives, and backgrounds.

BACKGROUND CHECK REQUIREMENT:
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.

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.

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. Once you submit your application you will not be able to edit your application.


Apply online at https://willamette.wd1.myworkdayjobs.com/en-US/willametteuniversityjobs/job/Salem-Campus/Assistant-Director-of-Admissions-Visits_R0006142

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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